TML are recruiting on behalf of a well established, highly reputable property consultancy based in the heart of the West End. This firm have been operational for over 50 years, have a reliable and loyal client following from individuals to financial institutions and private and publicly quoted companies. This client has a multi-disciplined team of London based property professionals working across the professional, investment, agency and property management markets covering both commercial and residential..
With their portfolio of assets covering solely the prime West End of London, they currently manage approximately (Apply online only) properties, and this is growing. Being in the West End, the asset classes consist of mainly retail, office blocks, offices with residential above and some residential blocks with some major trophy assets coming on board.
WHAT WILL YOU BE DOING?
To support the delivery of an efficient Reactive Maintenance and Compliance service, with a particular focus on Planned Preventative Maintenance (PPM), for Commercial Property and Block Managers. You will be responsible for maintaining clear and effective communication with Leaseholders and Contractors, ensuring that all maintenance tasks are completed promptly and recorded accurately.
You will be responsible for the following tasks:
* Ensure the Reactive Maintenance (Tenant Support) Helpdesk effectively supports the Property Management Team in resolving maintenance issues promptly and efficiently.
* Monitor and prioritise Reactive Maintenance requests received through Fixflo, Tenant Support emails, and maintenance calls, ensuring timely responses based on urgency.
* Log and track all Planned Preventative Maintenance (PPM) and Compliance matters in Fixflo for all managed properties, regularly reviewing and updating them with Property Managers.
* Assist with answering calls for the Reactive Maintenance Team and Property Management Department as required.
* Instruct contractors via Fixflo, obtaining quotations and reports, forwarding them to the Property Manager for approval, and closing issues upon receipt of invoices.
* Keep Property Managers and Leaseholders informed of work progress through consistent and professional communication.
* Ensure all Compliance requirements for properties are met, discussing necessary assessments and inspections with Property Managers, issuing instructions promptly, and logging remedial actions in Fixflo. Final completion certificates and reports must also be recorded.
* Maintain and update Facilities (PPM) Records on the Property Database and Fixflo as new information is received.
* Notify the Accounts Team and Property Managers of any changes to contractor or leaseholder contact details to ensure the database remains accurate.
* Attend planned site visits and ad-hoc inspections, proactively identifying and reporting any issues to the relevant Property Manager and logging them in Fixflo for action.
* Regularly visit vacant properties to take and record meter readings, providing utility companies with up-to-date information.
* Liaise with utility providers and local councils to update them on tenancy changes and vacant units, supplying meter readings as required.
* Attend sites to provide contractors and interested parties with access when necessary.
* Proactively maintain and monitor key log records, ensuring the return of keys is tracked, updated, and chased when required, with a monthly audit of all held keys.
* Maintain a list of vacant properties to ensure business rates and utility bills are correctly recorded with the relevant authorities.
* Issue Section 20 notices as instructed by Property Managers and manage follow-ups, diarising Stage 1, 2, and 3 notices accordingly.
* Ensure the Out of Hours Property Log contains the most up-to-date property and maintenance contractor details, distributing it monthly to the Out of Hours Company while maintaining records of the Key Holding Facility for emergency situations.
WHAT DO YOU NEED TO BE SUCCESSFUL?
* Knowledge of Fixflo would be an advantage
* Experience as a facilities management administrator or experience of an Administrator in the wider property sector.
* Knowledge of Building Compliance Legislation for both Residential and Commercial buildings.
* Willing to be office based 5 days a week due to being on site with the company’s clients.
* Good organisation and diary management experience.
* IT literate/proficient in use of Microsoft Office 365, Word and Excel