At FHP, we’re always on the look out for driven, ambitious individuals to join our team and strengthen our reputation. If you’re an expert in your particular property field or believe you have the potential to become so, we’d like to hear from you.

As our Receptionist your role will include:

* Providing daily that first contact figurehead experience that will give FHP an invaluable edge

* Answering and directing incoming calls.

* Greeting visitors and providing refreshments

* Logging enquiries and helping callers with property requests

* Dealing with contractor queries and requests

* Look after and provide refreshments and catering for visitors and meetings

* Logging in and managing keys in company database

* Handling the maintenance of the reception and meeting room areas

* Performing a range of office administration tasks and some ad hoc tasks

* Franking and mailing including company mailshots

• Assisting with the preparation of service charge accounts which will involve reviewing income and expenditure, calculating prepayments and accruals, monitoring actual vs Budgeted spend and agreeing to the trial balance.
• Regular Liaison with Property Managers will be required to agree and finalise service charge year end accounts.
• Liaison with external accountants and reviewing draft service charge accounts before finalisation.
• Recording and analysing project costs on a daily basis for a separate business.
• Ensuring the integrity of accounting records and controls in line with prevailing legislation

You’ll also be exposed to wider duties such as completing statutory accounts, management accounts and filing VAT returns.

Lettings

• Conducting market appraisals, growing and maintaining a portfolio of properties
• Update and control an applicant list for your portfolio
• Conduct viewings and provide feedback to Landlords
• Negotiate Tenancy Agreements
• Have a good understanding of the Lettings market legal framework.

Management

• Conduct property inspections
• Inspect reported maintenance issues
• Conduct check-outs and check-ins and liaise with landlord and tenant over possible deposit deductions
• Conclude potential deposit dispute resolutions

• Financial Management
  • Preparation of draft service charge budgets 3 months prior to the commencement of any service charge period.
  • Monthly financial budget reporting to Property Manager for all properties under management, to detail actual expenditure, committed expenditure and forecast to year end variances.
  • All invoices to be correctly coded and approved in order to meet the contracted payment terms.

  Procurement

  • All service suppliers must be vetted and selected in a manner to ensure that statutory regulations are complied with and that the supplier, and/or the contracts that are placed with them cover insurance and health & safety matters to reduce risk to FHP and their clients.
  • Supplier selection is to include an auditable recorded process to demonstrate an impartial and professional process by FHP.
  • Tendering jobs and contracts on a periodic basis to demonstrate value. Maximum contract term to be no more than 3 years.

  Contractor Management

  • Deliver planned and reactive maintenance in accordance with leases and asset management strategy.
  • Monitoring contractors and other third-party supplier’s performance against contract, including taking action to address poor performance.
  • Statutory compliance of landlord buildings and services and ensuring appropriate record keeping including acting as responsible person for fire safety, working in conjunction with our retained consultants.
  • All property management staff must have access to all service contract details and records within the department property management software system.
  • Dealing with reactive maintenance issues and checking of work quality on regular site inspections.
  • Tenant liaison on property maintenance matters
  • General record keeping and administration
  • Other duties commensurate with the level of the role as required