Property Manager. 1. The Application Process. How to apply

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1 Property Manager 1. The Application Process How to apply Candidates should apply in writing, with a brief CV and a covering letter setting out why they feel they are suited to the position. Particular attention will be paid to the covering letter, where candidates are expected to tailor their skills and experience to the application. Details of current salary and benefits package should also be provided. Applications should be addressed to: Mr Andrew Duggan HR Manager Castleoak Group Raglan House, Malthouse Avenue Cardiff Gate Business Park Cardiff CF23 8BA marked Job Application Private Tel: Fax:

2 2. Job and Candidate Profile We are seeking to employ a Property Manager with proven experience of all aspects of Property Management including: Setting up systems and processes to manage a portfolio of investment properties including the preparation and maintenance of accurate property records; Working closely with the Finance team to prepare invoices for and ensuring the collection of rent, service charges and insurances, and the preparation of quarterly rent accounts; Managing rent reviews and dealing with tenant correspondence and notices under the leases; Maximising investment performance and enhancing value; Providing reports to debt and equity funding partners in accordance with funding agreements and liaison with valuers; Advice on current and emerging legislation and policy; Maintaining a log of contractual obligations and ensuring compliance by tenants and the company, as landlord; Obtaining, reviewing and monitoring tenant trading information, checking compliance with financial covenants and taking appropriate action; Regular property inspections to assess compliance with lease obligations and arranging for preparation of schedules of dilapidations and supervision of negotiations and works required; Checking compliance with Care Quality Commission (or Care and Social Services Inspectorate Wales) and all other statutory licences and consents; Identifying and managing the payment of properly incurred outgoings on behalf of the landlord; Assisting others in the preparation of standard lease documentation and in the marketing of leasehold opportunities; Assistance with the negotiation of lettings on new projects and the associated documentation, and with the transfer of leases to new tenants in the event of tenant default; Arrange, maintain and regularly review relevant insurance policies in relation to investment properties and the company s operational buildings;

3 Personal attributes The successful candidate will possess the following: 1. Professional, trustworthy and ethical approach. 2. Excellent listening, negotiation, communication and interpersonal skills. 3. Commercially aware with a network of contacts in the property market. 4. Sound judgement and discernment 5. Organised, structured with the ability to follow a process and complete tasks 6. Passion for excellence in terms of accuracy and quality of outputs 7. Display a willingness to take responsibility for the property 8. Flexible approach and outlook 9. Strong team player. 10. High degree of customer understanding and focus 11. Desire to understand and adapt to Castleoak s culture and ethos. Technical Skills and Knowledge The candidate must possess the following: Essential 1. The successful candidate will be a Chartered Surveyor (General Practice); 2. Experience of property management in either private practice or blue chip commercial operations; 3. Proven track record in property management and a sound understanding of systems and processes necessary for good property management; 4. Proven experience in managing professional consultants; 5. Attention to detail and the ability to complete tasks; 6. Sound knowledge of landlord and tenant law, property law and the planning process; 7. Excellent IT skills with particularly emphasis on Word, Excel, PowerPoint, Adobe PDF writer and bespoke property management software; 8. Excellent planning and management skills; 9. Ability to create a property management system from scratch ; 10. Sound financial acumen and a working knowledge of investment funding. Desirable 1. Knowledge of the care home sector; 2. Have a working knowledge of the property development and development funding; 3. Experience with Joint Venture arrangements.

4 3. Job Description As part of a small and dedicated team the Property Manager will be expected to manage investment properties. This is a new post, and as such the Property Manager will be required to set up all necessary systems and processes required for efficient management of the portfolio. The main responsibilities incorporate the following:- General Management a. General advice on each property identifying the opportunities for maximising investment performance and enhancing value, reports on current matters, attendance at meetings as reasonably required. b. Advice on legislation and policy affecting each property, such advice being limited to advice within the range of the Property Manager s business. c. Where the client has a leasehold, contractual or statutory regular and recurring obligation, to arrange for compliance with the obligation on the Client's behalf. On other obligations, the Agent should immediately recommend to the Client the steps necessary to achieve compliance. d. Maintenance of property records of all relevant matters and significant events affecting each property. e. Supervision of each property, checking compliance with lease covenants, generally reporting on matters requiring decisions, inter alia, applications to assign, sub-let or alter the property, liaising with solicitors and any other advisers. f. General liaison with other relevant parties including the fostering of good landlord and tenant relationships. g. Property inspections at regular intervals of no less than twice yearly for single let property and no less than three times a year for multi-let property. Reporting, as and when necessary, on state of repair, decoration, use and other relevant matters, following up any matters that may arise and in the case of formal notices instructing the Agents' solicitors to serve them and liaising with appropriate advisers thereon. h. Advice and liaison with Client and solicitors regarding forthcoming rent reviews and lease expiries and serving (or procuring the service of) all relevant notices, counter-notices and applications to Court (but excluding any negotiations or advice on value).

5 i. Assisting agency, building, Landlord and Tenant and any other specialist either from the Agent or another firm on specifically instructed tasks. j. Arranging for the preparation and service of interim or final schedules of dilapidations, coordinating with others on service and supervision of work or negotiations for financial settlement. (Additional fees may be agreed to cover the costs of preparation, service, supervision and negotiation.) k. Making recommendations concerning the appointment of letting agents, marketing and letting of vacant property, liaison with any selling agents to assist in the marketing of investments, assisting with any other consultants. l. Bringing to the Client's attention any relevant matters concerning property insurance including inter alia, the need to prepare valuations, renew policies, revise cover or notify any claims or potential claims. Rent Collection, Financial and Accounting a. Collection of rents, insurance premiums, service charges and other property income including interest where appropriate. Liaison with solicitors on collection of arrears (Court attendance not included) and taking appropriate steps such as instructing bailiffs. b. Management of funds and remission on a regular basis in accordance with agreed written arrangements. c. Preparation of quarterly rent accounts. d. Arranging for the audit of the rent account by relevant accountants (if required) at the cost of the Client. e. Providing information regarding VAT collected and paid and keeping in proper form all records in respect of VAT. f. Receiving any rental deposits and holding them in accordance with terms agreed. g. Identifying and paying out of the Client's funds all outgoings properly incurred on the Client's behalf in respect of suppliers, insurers, statutory undertakers, contractors, staff and consultants properly engaged for the purpose of providing the Management Services; paying all head rents and other outgoings to superior landlords and providing any information reasonably required by them; providing statements of expenditure as agreed. h. Obtain, review and monitor tenant trading information to ensure compliance with financial covenants and take appropriate action.

6 Tenants' Consents and Licences a. Considering applications from tenants for consents to assignments, sublettings, alterations or changes of use, advising generally and liaising with solicitors as necessary. Insurance a. Generally ensuring the Client fulfills its obligations to maintain insurance and is insured in accordance with good market practice. b. Preparation of, or bringing to the Client's attention the need to prepare, fire insurance valuations. c. Arranging all insurance either direct with a reputable insurance company or via an insurance broker, or as specified in any lease. d. Advising on all insurance needs including property owners liability. e. Assessing, reviewing and checking as necessary, insurance of the Properties. f. Liaison with the insurers as appropriate on all matters, including claims. Lease Documentation a. Work with the Client s solicitors, valuers and other advisers to prepare a Standard Lease and associated documents. b. Regularly review and suggest amendments to the Standard Lease to ensure that it: i. maximises the investment value to the Client; ii. iii. is likely to be commercially acceptable to prospective tenants; and complies with current legislation and case law. c. Assist with the preparation of documentation for leases on new projects and the transfer of leases to new tenants in the event of tenant default. Line Management The Property Manager will report to the Development Director. Location of Employment The position will be based at our Cardiff head office. Occasional travel to sites throughout England, Wales and Scotland will be required and this may involve overnight stays away from home.

7 4. General Remuneration Package and Terms of Employment We recognise that to attract first class people to join the Castleoak team, we need to offer excellent remuneration packages and working packages. At the same time being a great place to work is dependent on having a positive and caring culture. Being guided by a strong set of values, we believe that we offer this. Further details of all these aspects can be found on our recruitment website and will be fully discussed with candidates at interviews.

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