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Job Specification:
Job Title: Site Operations Manager
Reporting to: Board of Directors.
Location: Portsmouth, United Kingdom
Salary: £(phone number removed)
Benefits: Profit Related Bonus
Job Purpose: To manage the day-to-day operations of Gunwharf Quays Residents Company Limited (GQRC) reporting directly into the GQRC Board of Directors, ensuring the smooth and efficient running of the estate while maintaining compliance with all relevant legislation, regulations, and contractual obligations. The Site Operations Manager will be the primary point of contact for residents and contractors, overseeing maintenance, financial management, and the overall well-being of the property.
Key Responsibilities:
A. Property Management:
• Daily: Respond to urgent resident requests and maintenance issues; conduct site inspections to identify immediate problems; oversee daily work of maintenance staff and contractors; review and approve emergency expenditure.
• Weekly: Meet with maintenance team to discuss progress and address issues; conduct a more thorough site inspection; review outstanding maintenance requests; prepare and submit weekly reports; attend board meetings (as scheduled).
• Monthly: Oversee the completion of scheduled maintenance tasks; review service charges and arrears; prepare monthly reports and financial statements; address ongoing maintenance issues; inspect fire safety and security systems; conduct tenant surveys (if needed).
• Report to the Board on the monthly
B. Financial Management:
• Daily: Monitor daily income and expenditure; review invoices and authorise payments within budget limits.
• Weekly: Review cash flow; check bank statements; track service charge collection; prepare weekly financial summaries.
• Monthly: Prepare monthly financial statements; reconcile bank accounts; manage budget; prepare reports for the GQRC finance committee; review annual service charge accounts; manage invoicing and payments of contractors.
• Report to the Board
C. Team Management:
• Daily: Oversee daily tasks of the team; assign tasks; provide supervision and support.
• Weekly: Conduct team meetings; review performance and address any issues; provide training and development; monitor staff attendance and timekeeping; address any staff issues.
• Monthly: Review individual staff performance; conduct appraisal reviews; address any performance issues; plan for future staffing needs; submit reports on staff performance and training to the GQRC Board.
• Report to the HR/Employment Board
D. Legal and Regulatory Compliance:
• Ongoing: Maintain up-to-date knowledge of relevant legislation, regulations, and best practice guidelines; ensure all procedures and policies comply with legal requirements; oversee implementation of new policies and regulations; maintain required insurance policies (professional indemnity, etc.); prepare reports for GQRC regarding legal compliance.
• As Needed: Deal with legal issues; attend legal meetings; prepare responses to statutory notices; consult with legal counsel as needed.
• Report to the Board end of month
E. Communication:
• Daily: Respond to resident inquiries and concerns; communicate with contractors and other stakeholders.
• Weekly: Prepare and distribute communications to residents (e.g., newsletters); hold resident surgeries or meetings; address any ongoing community concerns.
• Monthly: Attend board and committee meetings; submit reports on activities and performance; prepare and distribute monthly newsletters.
F. Administration:
• Daily: Manage email correspondence; maintain records; prepare reports.
• Weekly: Review and update records; file documents; maintain filing system.
• Monthly: Prepare monthly reports; review and update policies and procedures; prepare for and attend annual general meetings.
Person Specification:
• Qualifications: A qualification in Estate Management, Property Management, or a similar field, or substantial proven experience in property management. RICS membership highly desirable.
• Experience: Minimum [Number] years of experience in property management, preferably in a similar role within a residential setting. Demonstrable experience in managing a team.
• Skills: Strong leadership, communication, organizational, and problem-solving skills. Proficient in financial management, contract negotiation, and health and safety regulations. Proficient in relevant software and technology.
• Personal Attributes: Proactive, organized, detail-oriented, and able to work effectively both independently and as part of a team. Excellent communication and interpersonal skills; ability to build and maintain rapport with diverse stakeholders; strong commitment to providing exceptional customer service