JOB DESCRIPTION BASIC INFORMATION ON THE ROLE Position Name: Assistant Property Manager (London, UK) Job Code: Assistant Property Manager (London, UK) Department: Property Management Reporting To: Management Direct Reports: Property Administrators, Supervisors, Real Estate Agents & Local Maintenance Staff SECTION I: JOB PURPOSE A proven management professional with strong property and leasing experience in the United Kingdom (UK) with exceptional organizational skills, and a commitment to maintaining high standards of service and property care. The role of Assistant Property Manager within a real estate family office in the UK is multifaceted and tailored to meet the unique needs of our clients. This position plays a crucial role in supporting the Property Manager with the day-to-day operations of our properties. The incumbent will oversee and facilitate the comprehensive management of our diverse portfolio of residential and commercial properties in the United Kingdom (UK). This role encompasses a wide range of responsibilities aimed at ensuring the optimal operation, maintenance, and enhancement of properties, while also safeguarding the owners' interests. Arrange with family members, fellow property administrators/supervisors, other departments, and all relevant internal or external parties to ensure the portfolio's performance is maintained to the highest standards while maximizing its value, generating income, and being compliant with all regulations. Developing, implementing, monitoring, and controlling all processes that can improve the efficiency of managing the portfolio’s assets. May be required to act as the primary liaison between the family office, tenants, contractors, and service providers, overseeing daily operations and long-term strategic initiatives at our commercial and residential properties. SECTION II: KEY RESPONSIBILITIES Key Responsibilities: ● Property Management Support: ○ Assist in managing and maintaining residential and commercial properties. ○ Conduct property inspections and generate detailed reports. ○ Ensure properties are well-maintained, and tenants receive high-quality service. ○ Assist in managing property-related expenses and obtaining management approvals. ● Leasing & Tenant Relations: ○ Support leasing activities, including marketing and tenant communications. ○ Assist in reviewing leases for compliance, renewals, and insurance. ○Monitor occupancy levels and assist with strategies to enhance property performance. ● Compliance & Documentation: ○Ensure properties comply with all relevant regulations, bylaws, and insurance requirements. ○ Manage contracts for service providers and vendors, ensuring compliance. ● Operational Efficiency: ○ Assist in developing and implementing processes to improve property management efficiency. ○Support tracking of financials, budget preparation, and reporting on portfolio performance. ● Administrative Support: ○ Act as a liaison between property management, tenants, contractors, and service providers. ○ Assist with travel arrangements and general administrative tasks as needed. ○ Any other related tasks as required by management. Self Management: ● Strong problem-solving abilities with a positive, proactive approach. ● Excellent interpersonal and communication skills, both verbal and written. ● Ability to work independently and manage tasks efficiently. ● Ability to assist in budget creation, track financials, and report effectively. ● Demonstrate a high level of integrity and professionalism in all aspects of the role. ● Ensure that performance goals set by and agreed with management are achieved during the course of the year. SECTION III: KNOWLEDGE, SKILLS & COMPETENCIES Educational Qualifications: Minimum of 5 years of experience in property management or leasing in the UK Experience with residential and commercial properties is preferred. Having experience in customer service and administrative tasks is advantageous. Experience and exposure to European real estate markets is a plus. Degree in Business Administration or a related field. Experience in budget preparation and metrics-driven reporting. Computer literacy is required including proficiency in spreadsheets and word processing applications. Behavioral Competencies: Strong organizational skills and attention to detail. Ability to quickly learn new procedures. Ability to multitask and prioritize. Presentable and pleasant. Language Skills: Excellent oral and written communication skills in English. Years & Nature of Experience: Minimum of 5 years of experience in property management or leasing in the UK Experience with residential and commercial properties is preferred. Having experience in customer service and administrative tasks is advantageous. Experience and exposure to European real estate markets is a plus. Degree in Business Administration or a related field. Experience in budget preparation and metrics-driven reporting. Computer literacy is required including proficiency in spreadsheets and word processing applications. Working experience or inclination towards project management would be a positive attribute. Background in financial analysis is an asset. Background in customer service, some basic knowledge of facilities and experience in coordinating and scheduling are essential. SECTION IV: KEY INTERACTIONS Key Internal Contacts & Purpose of Interaction: Property Managers: Clarifying updates about tasks and projects assigned Presenting and discussing reports submitted periodically Suggestions to enhance the operational efficiency of the function Make sure that the property manager is aware of and updated about all issues Regional Property Administrators / Supervisors (US, UK, UAE,etc): Supervise the daily operations of all fellow Property Administrators (and maintenance staff) Obtain management approvals on the settlement of outstanding bills (vendors, statutory,.etc) Act as a liaison between the family and fellow Property Administrators/Supervisors Ensure TIMELY provision of periodic reports in accordance with the format requested by management (e.g. occupancy reports, rent rolls,etc). Legal Counsel: Liaison with the In-House Legal Counsel and outsourced regional Law Offices Ensure that Service agreements & renewal addendums are checked by the Legal dept. Finance/Accounts Team: Follow up on client's payments and keep the account updated in case of any delay. Inform the accounting department (Verbally & by email) about any payment received (Cash, Cheque, K-Net). Key External Contacts & Purpose of Interaction: Tenants: Tenant acquisition, rent collection, property maintenance and repairs, lease management, tenant relations, ensure operations comply with legal requirements. Vendors: Maintenance services coordination, manage maintenance costs effectively and ensure that vendors meet legal and safety standards. Annual Salary: The starting salary for the Assistant Property Manager position is GBP 25,000. The salary for this position is determined by the candidate's work experience and professional qualifications. We are open to offering a higher salary for candidates with exceptional qualifications and relevant experience. HOW TO APPLY: Please use the link ( https://airtable.com/shrpcve1rbuEzeQFG) to complete the job application form. Also, while completing the form please select the following: Job Position - Assistant Property Manager (London, UK) and Job Reference Code - Assistant Property Manager (London, UK) Note: We thank all applicants for their interest, however only those candidates selected for interviews will be contacted. Requirements SECTION III: KNOWLEDGE, SKILLS & COMPETENCIES Educational Qualifications: Minimum of 5 years of experience in property management or leasing in the UK Experience with residential and commercial properties is preferred. Having experience in customer service and administrative tasks is advantageous. Experience and exposure to European real estate markets is a plus. Degree in Business Administration or a related field. Experience in budget preparation and metrics-driven reporting. Computer literacy is required including proficiency in spreadsheets and word processing applications. Behavioral Competencies: Strong organizational skills and attention to detail. Ability to quickly learn new procedures. Ability to multitask and prioritize. Presentable and pleasant. Language Skills: Excellent oral and written communication skills in English. Years & Nature of Experience: Minimum of 5 years of experience in property management or leasing in the UK Experience with residential and commercial properties is preferred. Having experience in customer service and administrative tasks is advantageous. Experience and exposure to European real estate markets is a plus. Degree in Business Administration or a related field. Experience in budget preparation and metrics-driven reporting. Computer literacy is required including proficiency in spreadsheets and word processing applications. Working experience or inclination towards project management would be a positive attribute. Background in financial analysis is an asset. Background in customer service, some basic knowledge of facilities and experience in coordinating and scheduling are essential.