JOB DESCRIPTION
POSITION:
PROPERTY SERVICES MANAGER
RESPONSIBLE TO:
DIRECTOR OF OPERATIONS
RESPONSIBLE FOR:
PROPERTY INSPECTOR
PROPERTY SERVICES SUPPORT OFFICER
CORE JOB REQUIREMENTS
LINE MANAGEMENT
Line manage and supervise the Property Services Team, including
undertaking regular one to ones and annual performance appraisals.
FINANCIAL & PERFORMANCE MANAGEMENT
Support and assist the Director of Operations in the setting and monitoring of
all repair and maintenance budgets.
Support the Director of Operations in the regular review of the Association’s
maintenance arrangements to ensure that these provide value for money.
Comply with the Association’s Standing Orders and Financial Regulations and
all other appropriate policies and procedures.
Collate data for inclusion in quarterly reports to the Board of Management and
monthly reports to the Executive Team.
Ensure performance data is submitted on a quarterly basis for benchmarking
purposes.
CONTRACTOR LIAISON
Be responsible for the regular review and update of the Contractor Code.
Ensure that all the Association’s contractors comply with the ‘Contractor
Code’ and that appropriate action is taken in relation to any breaches of the
Code.
1
Property Services Manager
Job Description
Feb 2014
Ensure that the Approved Contractor List is regularly maintained and
updated, including details of appropriate insurance cover etc.
Hold bi-annual meetings with contractors to review their performance.
REACTIVE & VOID REPAIRS
In liaison with the Property Inspector and Resident Services Manager monitor
contractor performance in relation to reactive repairs and provide
performance data for the Director of Operations on a monthly basis.
Ensure that targets for completion dates for works orders are met and are
reported to the Director of Operations.
Monitor the performance of the Association’s out of hours emergency repairs
service and report to the Director of Operations as required.
Ensure that void properties are repaired to an agreed standard and available
for re-letting within target times.
Liaise with insurers over any works being carried out under insurance claims
and maintain and update the Insurance Claims Register.
PLANNED, CYCLICAL & MAJOR WORKS
Prepare specifications and contract documentation, manage the tender
process and let contracts for the major repairs, cyclical maintenance and eco
programmes, in line with the Association’s financial regulations.
Monitor progress on each element of the major repairs, cyclical maintenance
and eco programmes.
Identify appropriate properties for inclusion in each element of the major
repairs and eco programmes, in consultation with the Housing Management
Team. Liaise with the Housing Management Team in relation to the Major
Repairs Policy.
Ensure that all gas appliances for which the Association is responsible are
serviced annually in full compliance with the relevant legislation.
Ensure that an annual programme of electrical testing is carried out in full
compliance with the relevant legislation.
Monitor and review the Association’s arrangements for the maintenance of
landscaped and other communal areas and make recommendations to the
Operations Director and Finance Director in respect of the appropriate level of
service charge to be levied.
2
Property Services Manager
Job Description
Feb 2014
ASSET MANAGEMENT
Ensure that the Association meets and maintains Decent Homes Standard.
Be responsible for commissioning Stock Condition Surveys and ensure that
accurate stock condition information is maintained, including providing stock
depreciation data for the Finance Director on a quarterly basis.
Take direct responsibility for delivering the annual Asset Management
Strategy Action Plan.
In liaison with the Operations Director, identify properties for potential
disposal, refurbishment or remodelling. Provide information to the Operations
Director for options appraisal, including property valuation, 30 year costs and
schedule of any proposed refurbishment and or remodelling works and
associated costs.
Be responsible for ensuring that the Asbestos Register is managed
effectively, in compliance with relevant legislation, and being accessed by
contractors. Set up and implement arrangements to monitor the condition of
all ACMs within housing stock at regular intervals to ensure there is no
damage or deterioration.
Ensure monthly fire safety checks take place for all communal areas and log
books are updated and signed checklists are completed for each inspection.
Ensure all action points from scheme Fire Safety Risk Assessments are
carried out within the required timescales.
DISABLED ADAPTATIONS
Ensure the process for dealing with residents’ requests for disabled
adaptations is managed in line with the Association’s Disabled Aids &
Adaptations Policy, including liaison with Occupational Therapists and local
authorities.
AFFORDABLE WARMTH
Take direct responsibility for delivering the Affordable Warmth Strategy Action
Plan.
Prepare specifications and contract documentation, manage the tender
process and let contracts for the Affordable Warmth programmes, in line with
the Association’s financial regulations.
Identify appropriate properties for inclusion in Affordable Warmth
programmes, in consultation with the Housing Management Team. Monitor
progress on delivery of the annual Affordable Warmth programme.
3
Property Services Manager
Job Description
Feb 2014
DEVELOPMENT
Ensure that new properties handed over through the Association’s
development programme are snagged; all warranties are set up on
Omniledger system and an appropriate mechanism is in place to alert
Resident Services Team.
EMPTY HOMES
Assist in the delivery of the Empty Homes programme. Carry out surveys of
empty properties referred by local authority partners for potential inclusion in
the Empty Homes scheme. Provide fully costed schedule of works required to
bring to empty properties to the defined standard.
STRATEGIES, POLICIES & PROCEDURES
Adhere to all strategies, policies and procedures in relation to the role.
Ensure all policies and procedures under responsibility are reviewed and
updated in line with the Strategy and Policy Action Plan.
OTHER
Attend meetings as may be required to adequately fulfil the duties of the post,
including Board of Management and its Committees and Resident
Involvement meetings, as requested by the Director of Operations.
Ensure that all risk assessments for under areas of responsibility are
reviewed annually and new risk assessments are carried out for any new
projects undertaken by the team. Ensure DSE assessments are carried out
for all members of staff in the team and copies provided to Operations
Director.
Promote and encourage resident involvement initiatives and assist the
Director of Operations in ensuring that the Association’s Resident
Involvement Strategy is implemented by the Property Services Team.
In liaison with the Resident Services Manager, monitor customer satisfaction
with various aspects of the Property Services and make recommendations for
service improvements in response to customer feedback.
Ensure that customer enquiries and complaints relating to the Property
Services are responded to promptly and in line with the Association’s targets
and Customer Service Standards. In liaison with the Resident Services
Manager, periodically review the Association’s Property Services standards.
Ensure that accurate records are kept across all repairs and maintenance
functions.
4
Property Services Manager
Job Description
Feb 2014
Carry out such other tasks of a similar level of responsibility as may be
required from time to time by the Chief Executive or the Director of
Operations.
5
Property Services Manager
Job Description
Feb 2014