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JOB DESCRIPTION
JOB TITLE:
Leasehold &
Commercial Services
Officer
DATE EVALUATED:
TBC
GRADE:
LINE MANAGED BY:
TBC
LINE MANAGES:
Scheme Managers/Estate Staff/Cleaners/Caretakers
SUMMARY OF POST:
This role will provide high quality property management including estate
inspections, fulfilling the landlord’s obligations required by the terms of the lease,
engaging with residents/lessees//clients, collaborating with other departments on
repair and maintenance and health and safety compliance to:
1.
provide a full range of property, facilities and estate management services to
the leasehold housing stock, including a re-sales service
2.
assist with the management of a portfolio of commercial premises and other
alternative tenures (non-affordable housing) owned by DCH
3.
provide a complete management service to residents in accordance with the
DCH policies and procedures
4.
provide a quality housing and estate management service to market rented
and intermediate properties and fulfil managing agent services where DCH
acts as managing agent for developments/schemes
Key Accountabilities:
1.
LEASEHOLD MANAGEMENT SERVICE
1.1
Ensure leaseholders are informed of their rights and responsibilities and the
provisions of the lease are understood and managed for compliance
1.2
Ensure that the management service for leasehold properties is carried out in
accordance with the terms of the leases, DCH policies and procedures and
professional practice
1.3
Promote and support the effective engagement of leaseholders in the
development of high quality service standards which provide value for money
1.4
Carry out estate management duties, including those in connection with
estate staff, residents’ queries and general management issues. Make
periodic visits to schemes, by appointment where necessary to ensure
effective scheme management
1.5
Liaise with the estate staff and other relevant agencies to assess support
needs of potential purchasers for retirement leasehold properties
1.6
Commissioning and managing contracts (in conjunction with asset
management) for estate services, (monitoring grounds maintenance and
cleaning works) on specific developments, acting as agent where applicable,
ensuring statutory consultation requirements are met in respect to service
charges
1.7
Deal with legal enquiries and process relating to the re-sale of existing
leasehold properties
1.8
Ensure the accurate construction of service charge budgets and accounts so
that all charges are reasonable and recoverable under the terms of the lease
and, where applicable, fee calculations
1.9
Assist with service reviews, viability assessments and other projects to
support continuous improvement and achievement of the DCH strategy
1.10 Deal effectively with service enquiries or complaints from leaseholders and
clients
1.11 Manage and monitor expenditure and budgets, taking appropriate action
where variances occur
2.
Alternative tenure (commercial premises, market rent, intermediate rent,
private sector leasing)
2.1
Marketing, letting and management of tenancies let on market rent or
intermediate rent terms
2.2
Ensure tenancy deposits are administered in line with legislation and deposit
scheme requirements
2.3
Ensure inspections of market rented properties are carried out as and when
required
2.4
Manage and coordinate the property management functions for alternative
tenures
2.5
Ensure the effective and complete management of leases for DCH
commercial property, ensuring adherence to the terms of the lease and
landlord and tenant acts and oversee rent reviews, recommending rents
which reflect market conditions
2.6
Compile performance data for the team and the organisation and prepare
and present reports as required
3.
Facilities/Residential Block Management/Managing Agent Services
3.1
In conjunction with the compliance, facilities and asset management teams
arrange the management of all service contracts and cyclical and planned
maintenance programmes
3.2
Fulfil full managing agent duties in line with specific agreements, attending
client meetings and coordinating housing and property services which meet
the standards and specification of particular agreements and professional
practice
3.3
To assist in developing new business and carrying out viability assessments
3.4
Support the commissioning of new developments, in particular in the setting
of service charge and sinking funds and oversee the management of estate
services to mixed tenure developments, as necessary, in liaison with other
agencies
4.
LEADERSHIP AND PEOPLE MANAGEMENT
4.1
Recruitment and management of staff, including




to organise a full induction programme for new staff
to undertake annual appraisals and performance reviews
to identify training and development needs and ensure that
training plans are written, actioned and monitored
to deal with absence management matters, grievance and
disciplinary matters in accordance with DCH procedures
4.2
Coach and support estate staff/scheme managers, with an emphasis on
good communication, empowerment, individual accountability and inter-team
working
5.
GENERAL
5.1
Adhere to and promote the Group’s policies and procedures, with special
attention being given to the Equality, Diversity & Inclusion, Health, Safety &
Wellbeing, Data Protection policies. To represent DCH in a professional
manner and to uphold the DCH values.
5.2
Undertake any appropriate training as required by DCH.
5.3
It is a requirement of this post to work outside of ‘normal’ working hours and
to respond to out-of-hours emergencies as part of the duty rota and stand-by
contact. Agreed place of work may vary between offices
Whilst this job description attempts to cover the main duties and responsibilities of
the post it is not exhaustive. The postholder is, therefore, expected to undertake
any other reasonable duties within their capabilities and the scope of the post as
specified by their line manager. In such circumstances appropriate training will be
provided.
Fundamental changes to the job description will only be made after consultation
with the post holder(s).
LEASEHOLD & COMMERCIAL SERVICES OFFICER
PERSON SPECIFICATION
ATTRIBUTES
JOB KNOWLEDGE
Essential criteria
Relevant knowledge
commercial leases
of
residential
Assessment method
and Application form and
interview
Good knowledge of legislation and best
practice in leasehold and commercial
management
A proven track record of achieving high quality
customer services
Experience of managing large multi-tenure
estates and residential block management and
of sourcing and managing service contracts
JOB SKILLS
Ability to:
Interview and
assessment centre
Work accurately with financial information
Organise and pay attention to detail
Plan, set standards and goals and measure
performance
Communicate
logically,
concisely
persuasively to a range of audiences
and
Commercial awareness and skills associated
with leasehold management services and
alternative tenure (commercial premises,
market rent, intermediate rent, private sector
leasing)
EDUCATION,
QUALIFICATIONS
AND TRAINING
LEADERSHIP AND
PERSONAL
ATTRIBUTES
Good general education to HNC standard or Application form
equivalent through relevant experience
Preferably membership of RICS/IRPM or
willingness to work towards this
Ability to empower, develop and enthuse staff
Interview and
assessment centre
Performance and results driven
Resilient with the ability and organisational
skills to withstand pressure of competing
demands and meeting tight deadlines
High integrity and personal
modelling the group’s values
standards
Good ICT skills
OTHER
REQUIREMENTS
Full driving licence
Willingness to travel and be flexible in hours of
work when required