Key Areas Description Performance standards are satisfactory when: Manage a diverse portfolio of commercial property

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1 JOB SPCIFICATION Job title: Trainee Surveyor (Maternity Cover) Responsible to: Responsible for: Head of Commercial Property Assisting with the day to day management of the commercial property portfolio nationwide. Purpose: Supporting the Commercial epartment to deliver excellent professional services and business growth. Location: Godalming, London, Southeast and Nationwide. Key Areas escription Performance standards are satisfactory when: Manage a diverse portfolio of commercial property Assisting with the setting of budgets, communicating budgets, overseeing annual maintenance, and delivering service charge accounts. All schemes within the portfolio have a current budget in place loaded and demands are issued to tenants. Assist and eventually lead in the appointment and retention of suitable and competent contractor/s and consultants (where required) to deliver M& maintenance and servicing contracts. All contractors are performing adequately. Liaise with other colleagues on matters relating to the running of the portfolio. ealing with tenant enquiries and any complaints that may arise. ealing with utility companies to ensure that meters are read, invoices are paid and costs are recovered. Issues and complaints are logged and are resolved in a timely fashion. All utilities are under contract and do not have more than 2 estimated readings in a row VAT is stated at the correct level. 1

2 Assisting in credit control / debt collection. Carry out inspections of the commercial property portfolio on a periodic basis. Tenant arrears are under control and not building up. When all inspections are undertaken and inspection reports are completed. To include:- Responding to tenant enquiries, identifying and reporting of maintenance matters. Continual quality assurance reviews of house keeping standards on estates in line with contract terms. Monitoring of contractors performance, report unsatisfactory work and (initiate) action to remedy. Logging insurance claims where necessary. Track and conclude all action required resulting from inspections. Report any contentious issues to the line manager without delay. Assist with undertaking professional work including lettings, disposals and acquisitions. Undertake rent reviews, lease renewals and management of dilapidations settlements. When all lease events are considered and concluded. Contract management / Site Visits Undertake regular contractor / stake holder meetings to ensure contractual arrangements are being delivered to clients effectively and efficiently. Programme of client meetings and site visits are in place for the year ahead and actions arising are undertaken within agreed timescales. 2

3 All contracts are robustly managed with suitable and appropriate arrangements in place to measure and monitor contractor s performance in terms of cost, quality and time. Financial Matters Compliance Assist and oversee project work including planned maintenance, fit out, refurbishment and redevelopment projects. To be mindful of exposing the company to any financial liability when placing / undertaking work on clients behalf. To report financial details to external clients at a suitable frequency. Support the Commercial epartment to meet all financial and budgetary targets. nsure that the portfolio is managed and serviced according to legislative requirements, incorporating best practice. Having full regard to the Landlord and Tenant Act and RICS Code of Practice. Liaise with the Accounts department on financial matters ensure all works are instructed and to arrange prompt payment of contractors when works are confirmed as being completed satisfactorily. nsure where applicable and appropriate that clients and tenants residents and any other stakeholders are duly consulted. All projects are delivered to a good standard and in line with budget. The company is not exposed to any financial liability Clients receive quarterly management and financial reports on a quarterly basis advising of expenditure and service charge fund levels and other information that may be relevant. When the Commercial epartment and the business meets its financial targets. nsure that internal and external audits are undertaken. Residents / irectors are fully involved in contract procurement and management. 3

4 Keep abreast of relevant legislation which affects working practices. Keep up to date with relevant legislation and advice on implications and necessary actions to ensure compliance. Advise on new legislation and recommended actions. Health and Safety Other Maintain robust standards in relation to Health & Safety across all contracts. nsure all team members observe and work within the Group s Health and Safety Management System and all relevant good practice guides and legislation. nsure that contractors, consultants and supply chain partners have effective systems in place to monitor and manage Health and Safety on site and are in line with the Group s Policy and Procedures. To implement, monitor and control software systems in support of the work of the Commercial epartment as necessary. To deputise for other members of the Service & Compliance Team To assist in the preparation of various reports and when necessary attend and present the reports to Boards, Committees and Panels. Management of Health & Safety in line with the Group s guidance and expectations. Risk and Fire Risk assessments are in place. Accidents and incidents are reported and maintained within acceptable limits. Health and Safety management is included within all specification and working documents. Health and Safety is discussed and minutes taken at all meetings with supply chain partners and action plans are in place. 4

5 Any other reasonable duties that may be specified from time to time. To be available out of hours to provide advice and assistance to staff as necessary. quality & diversity nsure compliance with the organisation s quality and iversity policy and relevant legislation. nvironmental emonstrate a commitment to environmentally friendly practices in line with the organisation s nvironmental Sustainability Strategy and relevant legislation. Training iary experience relevant to the RICS Assessment of Professional Competence. To complete Continuing Professional evelopment (CP) as required by the RICS. When suitable courses and learning activities are identified, attended and fulfilled. 5

6 PRSON CRITRIA Job title: Trainee Surveyor ducation / Qualifications Knowledge & Understanding Skills ducated to egree level or equivalent relevant discipline. Member / Associate of RICS or similar A current driving license and use of a car. Knowledge of Commercial property legislation (Predominantly Landlord and Tenant Act) related to compliance, contract management, tendering procedures and health & safety. Knowledge of undertaking a maintenance survey Knowledge and experience of procuring and placing annual service contracts contract administration Knowledge of current legislation relating to commercial leasehold management Knowledge of budgetary control / Understanding of how service charges operate Ability to communicate clearly both orally and in writing Ability and experience in liaising and managing contractors Ability to follow procedures, plan and prioritise Ability to write and present reports Financial and budget management skills Ability to carry out and present financial reports to internal and external clients / stakeholders Ability to liaise effectively with staff / contractors and consultants. Ability to undertake a property survey and to liaise with administration staff. IT literate Use of MS applications / Qube software 6

7 xperience Attributes Other xperience of managing commercial properties. xperience of managing budgets. xperience of chairing meetings and managing a meeting. xperience of communicating with diverse groups. Ability to deliver targets / goals ffective decision maker xcellent team player Commitment to Affinity Sutton s quality and iversity Policies Commitment to customer service and involvement Ability to demonstrate a willingness to learn and implement skills learnt effectively. Willingness to travel with possible overnight stays. The ability to be flexible with working hours and in attending meetings out of normal working hours. = ssential = esirable 7

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