We’re hiring: Portfolio Manager
Company Profile
The Office Group provides flexible offices, meeting and drop-in work spaces. The company focuses on building spaces that enable every way of working, for every sort of business. We’re about location, exciting design and great people.
Purpose of Role/Job Overview
To effectively & successfully manage the existing portfolio of 29 buildings, both freehold and leasehold with further expansion plans.
The role is varied and involves dealing with landlords (rent reviews & service charges etc.) as well as PPM schedules, small works refurbishments, maintenance, statutory compliance and management of the maintenance and facilities team.
Key Accountabilities
- Working with the facilities and operational teams to ensure we are achieving the best value and service from our suppliers.
- Updating the central database and record spreadsheet with site documentation, contracts and leases.
- Reviewing site records with the Facilities Manager to ensure compliance with health & safety regulations and maintenance requirements.
- Reviewing lease documentation including licences for alterations to ensure all requirements are being met and advising acquisitions/projects on lease wording and requirements.
- Reviewing and dealings with neighbourly matters such as Party Wall Awards, Rights of Light, etc.
- Reviewing sub-leases to tenants outside of client licences.
- Review maintenance obligations for new and existing sites and ensure contracts are in place for all relevant services.
- Assist in the review of development projects and planning applications for existing buildings.
- Implement sustainability plans and practices across the group focusing on recycling strategies and energy reduction.
- Ensure that policies and procedures are being followed in relation to building alterations, repair callouts, issuing purchase orders and incident reporting.
- Reviewing insurances for new and existing buildings, and notifying insurers of any potential claims.
- Providing Facilities and Building Managers with guidance in relation to maintenance issues and reviewing/approving quotes.
- Approving invoices, quotes and tenders.
- Reviewing, negotiating and approving service contracts.
- Reviewing Service Charge invoices, budgets and reconciliations in leased premises.
- Preparing Service Charge budgets and reconciliations where these services are undertaken by The Office Group.
- Assisting finance in the preparation of expenditure budgets.
- Reviewing expenditure reports prepared by finance on a quarterly basis.
- Build and maintain effective relationships and partnerships with external providers to ensure the delivery of services across all buildings is in accordance with contract requirements, changing organisational needs, value for money, service improvement and compliance with statutory legislation and wider law.
- Implement best practice in all areas of work and ensure The Office Group standards are met through positive training and development.
- Ensure all operational practices are undertaken with due diligence and adherence to The Office Group’s policies and procedures.
- Assisting in the acquisition and disposal of properties and all planning requirements.
- Liaising with agents, solicitors and other consultants.
- Liaising with our Joint Venture partner, Network Rail, as we grow that side of the business.
- Solid understanding of the mechanics of a building.
- Reviewing maintenance overtime and profitability of client repaints.
- Other ad hoc duties as required.
How to apply
If you are interested in applying for the role, please send your CV to workwithus@theofficegroup.co.uk
