About the Role

The Assistant Property Manager provides operational and administrative support to the Property Manager in the day-to-day management of a portfolio of residential leasehold developments.

The successful candidate will assist with resident liaison, maintenance coordination, contractor administration, compliance monitoring and property inspections whilst ensuring a consistently high standard of customer service.

This role supports the Property Manager in maintaining safe, compliant and well-managed developments but does not have overall responsibility for financial management, Section 20 consultations, major works projects or strategic client management.

Key Duties and Responsibilities

Property Administration

• Assist with the day-to-day administration of a portfolio of residential developments.

• Maintain accurate electronic and paper property records.

• Update property management software with maintenance activities, inspections and resident communications.

• Prepare routine correspondence, notices and property-related documentation.

• Maintain filing systems and statutory records.

Resident and Customer Support

• Assist in responding to routine enquiries from residents, leaseholders and tenants, referring complex matters to Property Managers where appropriate.

• Respond to telephone and email enquiries promptly.

• Log maintenance issues and service requests.

• Keep residents informed regarding ongoing repairs and maintenance works.

• Escalate complex issues to the Property Manager where appropriate.

Maintenance Coordination

• Raise repair requests with approved contractors.

• Arrange access appointments for contractors and residents.

• Monitor progress of routine maintenance works.

• Follow up outstanding repair jobs.

• Ensure completion certificates and contractor reports are received.

Property Inspections

• Carry out routine site inspections under the direction of the Property Manager.

• Identify cleaning, maintenance or safety issues.

• Produce inspection reports with photographs.

• Monitor completion of minor remedial works.

• Report significant defects to the Property Manager.

Compliance Support

• Assist with scheduling statutory inspections including:

o Fire Risk Assessments

o Emergency Lighting Tests

o Lift Servicing

o Water Hygiene Monitoring

o Electrical Testing

o Asbestos Reviews

• Monitor expiry dates of compliance certificates.

• Maintain compliance records.

• Escalate overdue inspections.

Contractor Liaison

• Liaise with contractors regarding appointments and work schedules.

• Obtain routine quotations as requested by the Property Manager.

• Monitor contractor attendance.

• Ensure contractors provide completion reports.

• Assist with contractor performance records.

Financial Administration

• Assist with processing contractor invoices.

• Verify invoices against completed works.

• Prepare documentation for service charge expenditure approval.

• Maintain expenditure records.

• Support preparation of financial information for the Property Manager.

Meetings and Administration

• Arrange meetings with residents and contractors.

• Assist in preparing agendas and meeting packs.

• Take minutes during meetings where required.

• Assist in organising Annual General Meetings.

• Maintain action logs following meetings.

General Responsibilities

• Deliver excellent customer service.

• Maintain confidentiality.

• Comply with GDPR requirements.

• Follow company policies and procedures.

• Work collaboratively with colleagues.

• Undertake other reasonable duties consistent with the role.

What We’re looking for

Qualifications

• Educated to A-Level standard or equivalent.

• Good standard of written and spoken English.

• Full UK driving licence (preferred).

Experience

• Previous experience within residential property management, facilities

management, housing or customer service/administration environment.

• Experience of dealing with customers by telephone and email.

• Experience maintaining administrative records.

• Experience coordinating maintenance requests.

Knowledge

• Basic understanding of residential block management.

• Basic understanding of leasehold management.

• Awareness of health and safety procedures.

• Good IT skills including Microsoft Office.

Skills

• Excellent communication skills.

• Strong organisational ability.

• Good administrative skills.

• Ability to prioritise workload.

• Good customer service skills.

• Ability to work as part of a team.

• Ability to deal professionally with residents and contractors.

• Good attention to detail.

Personal Attributes

• Professional and approachable.

• Reliable and organised.

• Calm under pressure.

• Positive attitude.

• Willingness to learn.

• Ability to work under supervision while using initiative where appropriate.

Apply Now

If you are organised, proactive and looking to build a successful career in residential block management, we would love to hear from you.

Please submit your CV together with a covering letter outlining your suitability for the role.