Current vacancies

Job description:

We are seeking a Facilities Manager to oversee multiple sites across London and the UK. The role will be based at our Central London office, but the successful candidate will spend much of their time on site.

Key duties and responsibilities will include:

• Ensure all sites are up to date with statutory requirements, including H&S, fire safety, water hygiene, electrical testing, gas safety, and building regulations.
• Maintain accurate and up-to-date compliance records within Meridian & Elogbooks
• Oversee PPM and reactive repairs across various sites
• Manage building safety systems
• Carry out regular site inspections and identify areas that require improvements
• Manage external contractors & service providers
• Negotiate service contracts and review annually
• Support Property Managers with s/c budgeting
• Ensure all works are delivered in line with company standards
• Act as a day-to-day contact for tenants

About You

• 5 years experience as a Facilities Manager across multiple sites
• Strong understanding of UK compliance
• Background managing contractors and service contracts
• Strong written and verbal communication skills
• Experience with Meridian/Elogbooks or similar programmes
• Competent in using IT using programmes such as Word, Excel, internal systems

Qualifications:

• IOSH Managing Safely desirable but not essential

Benefits:

• Company pension
• Life insurance
• Professional development training and opportunities for continuous learning

Landswood de Coy LLP is a boutique investment agent and asset manager established in 2006 managing investment property across all sectors all over the UK from offices in London, Glasgow, Thames Valley and Cheshire.

We recruit in line with our core principles of Responsiveness, Professionalism, Accountability and Transparency and currently have an excellent team of c. 50 office-based staff based with a further c. 100 site-based staff at properties under our management.

We are looking to appoint a Commercial Property Manager with two years post qualification experience to assist in the management of a mixed UK wide portfolio of retail and office assets.

The successful candidate will work as part of a wider team and be responsible for carrying out, inter alia, the duties described below.

1. Applying effective professional surveying skills as a member of the commercial property management department to manage client assets in accordance with RICS and industry best practice.
2. Provide professional advice to clients regarding commercial property and estate management matters,
3. Undertake property management tasks as required to include tenant liaison, accounts enquiries and rent arrears management,
4. Carry out regular site inspections and manage site-based staff,
5. All aspects of day to day management including supervision of landlord and tenant matters, lettings, rent reviews, lease renewals, assignments, sub-letting, alterations and service charge budgeting/forecasting,
6. Letting of vacant retail units in conjunction with external letting agents.
7. Levying of service charges on properties under management,
8. Oversee and build a good working relationship with colleagues, on-site staff and tenants of directly managed properties, and with personnel to facilitate efficient and effective property management.

The ideal candidate will be/have:

• MRICS with circa 2 years PQE or a non-property graduate (minimum 2:1) with equivalent experience
• Strong property management background across a variety of sectors
• A good communicator – able to liaise directly with clients, tenants and site staff
• Organised, with ability to work under pressure to strict deadlines
• Excellent attention to detail and be numerate with excellent written and spoken English
• Be able to demonstrate personal values in line with Landswood de Coy core values outlined
• Experience of MRI/Qube PM desirable

Salary dependent on experience and qualifications. This role can be based at our London, Cheshire or Thames Valley offices, and will involve UK-wide travel. Salary commensurate with experience and abilities.

We are looking for someone to manage a residential property portfolio, ensuring that all properties are maintained to a high standard, remain fully compliant with current legislation, and deliver excellent service to landlords and tenants.

The successful candidate will have a strong understanding of residential property management, landlord and tenant legislation, and extensive experience managing Houses in Multiple Occupation (HMOs), including licensing requirements, compliance, inspections, and building standards.

Key Responsibilities:

• Property Management
• Manage a portfolio of residential properties, including HMO’s and periodic tenancies.
• Act as the main point of contact for landlords, tenants, contractors and local authorities.
• Coordinate maintenance works from instruction through to completion.
• Obtain quotations, instruct contractors and monitor the quality and cost of works.
• Resolve complex property management issues efficiently and professionally.
• Manage deposit deductions where applicable and assist with end-of-tenancy matters.
• Handling notices such as s.13 and s.8. HMO Management & Licensing
• Manage licensed and licensable HMO properties in accordance with current legislation.
• Possess an excellent understanding of mandatory, additional and selective licensing schemes.
• Prepare and submit HMO licence applications and renewals.
• Monitor licence expiry dates and ensure continuous compliance.
• Ensure all licence conditions are met throughout the licence period.
• Liaise with local authorities regarding inspections, enforcement notices and licence requirements.
• Ensure all managed properties remain compliant with current legislation.
• Monitor changes in housing legislation and implement new compliance procedures.
• Carry out HMO inspections to assess compliance with licensing conditions.

Person Specification/Essential Experience:

• Minimum 2 years’ experience in residential property management.
• Significant experience managing HMOs.
• Experience dealing with HMO licence applications and renewals.
• Experience carrying out property inspections.
• Strong understanding of residential compliance requirements.
• Experience liaising with local authorities.
• Excellent knowledge of landlord and tenant legislation

This role provides comprehensive administrative support to the Commercial Property Management team, helping to ensure that day-to-day operations, client communications and property-related tasks are managed efficiently and professionally.

Key Responsibilities

• Reminding the Property Manager of important tasks and deadlines
• Assisting Property Managers with organising site inspections
• Assisting Property Managers with arrears chasing
• Assisting Property Managers with ad hoc tasks
• Communicating with clients and tenants in a professional and effective manner
• Collating monthly client reports
• Arranging access with tenants for inspections, as required
• Liaising with utility companies regarding changes of tenancy
• Sending authority letters to utility companies
• Assisting Property Managers with uploading documents to risk management software
• Updating trackers and reminding the team of required actions
• Instructing works and following up with contractors for progress updates

Office Administration

• Preparing reports, correspondence, memos, minutes, schedules and mailshots
• Assisting Property Managers with collating service budget packs

Skills and Experience

• Excellent inbox-management skills
• Accurate minute-taking skills
• Degree-level education or a recognised secretarial qualification is preferred
• Excellent written and spoken English, with pride in the presentation and accuracy of work
• Flexible, adaptable and cooperative, with the ability to remain calm under pressure
• Strong organisational and prioritisation skills, with the ability to provide an efficient support service to the department
• Reliable, diligent and punctual, with a professional and organised approach
• Professional manner and clear verbal communication skills
• Excellent command of Microsoft Office, including Outlook, Word, PowerPoint and Excel, together with Adobe Acrobat
• Experience of Qube and/or Vantify is preferred
• Ability to manage competing priorities and meet deadlines
• Discretion when handling confidential or sensitive information

This is a fully office-based role.

Job Type: Full-time, permanent

About the role:

Landswood is establishing a new office in Portsmouth to better serve its clients in the South, an opportunity for a new position initially as a PA to the Office Lead has arisen. The role will be to assist the office lead with administrative elements of their day-to-day workload, progressing in due course to a team secretary role as new members join the office team moving forwards.

Duties:

· Serve as the first point of contact for callers, emails, and telephone enquiries, responding directly, passing on messages, or escalating matters to the Office Lead as appropriate.

· Organise inboxes, file correspondence, and prepare or collate responses where appropriate.

· Coordinate diaries and schedule internal and external meetings.

· Record accurate meeting notes and circulate follow-up actions where required.

· Arrange site visits and coordinate access requirements.

· Monitor key tasks, progress, and deadlines, keeping the Property Manager informed of updates and actions required.

· Liaise professionally with staff, suppliers, clients, and tenants.

· Process expense claims by collating information and submitting records accurately.

· Book travel, transport, and accommodation arrangements as required.

· Communicate clearly and professionally with clients and tenants.

· Prepare, format, and maintain documents and correspondence to a high standard.

· Coordinate the preparation and distribution of tenant mailshots.

· Compile information for monthly client reports and support timely distribution.

· Provide general administrative support to the Office Lead and wider team as required.

Experience and Qualifications Required:

· Previous experience in a secretarial, personal assistant, team assistant, or administrative support role is essential.

· Experience within property management, real estate, facilities management, or a similar professional services environment would be advantageous but is not essential.

· Confident user of Microsoft Office, including Word, Excel, PowerPoint, Outlook, and OneDrive.

Skills Required:

· Diary and inbox management experience

· Strong attention to detail

· Excellent written and verbal communication skills, with the ability to produce well-presented and accurate work.

· Flexible, adaptable, and cooperative with the ability to remain calm under pressure.

· Have the necessary organisation skills to provide an efficient support service to the department.

· Reliable, professional, and proactive, with a diligent approach to completing tasks on time.

· Professional in approach, with a confident and clear telephone manner.

· Experience on Qube Property Management or similar would be useful but not essential.

Hours:

· Permanent Position

· Monday to Friday 09:00-15:00 minimum with full-time option.

· Office based in Portsmouth, Hampshire.

Benefits:

· Company events

· Company pension

· Life insurance

· Generous holiday allowance