For property managers of residential blocks, there are a number of responsibilities and duties that are key to the success of their roles. However, it can sometimes be hard to know exactly which duties your property manager is responsible for, which can be a slippery slope into confusion, misunderstandings and even conflict.
In this article, we take a look at some of the key duties of residential property managers to help you understand exactly what they are responsible for, and how they can help make your life as a tenant or residential block owner easier.
What are the Main Responsibilities of Residential Property Managers?
Residential block managers are hired by the owner or owners of residential and commercial properties to manage and oversee the day-to-day running of the property. The main duties of a residential property manager can be broken down into three key areas:
- Managing the property finances and accounts
- Ensuring the upkeep and maintenance of the property
- Dealing with tenants and their queries
Within these key areas, some of the core property manager responsibilities include: repairing and maintaining the building’s structure, walls and roofs; routine site visits; accounting services; and sourcing prospective tenants.
By taking a contract as a property manager, it is their legal responsibility to carry out their duties to the agreed standard. This means that if there are any problems with the property or finances, it is the property manager who will be held responsible.
10 Core Block Property Management Duties
The day-to-day duties of a residential property manager will vary depending on the size and type of property they are responsible for, as well as the number of tenants.
However, there are some core tasks that all property managers will carry out on a regular basis. Here are some key property management duties and responsibilities to be aware of:
1. Fixing structural problems
Fixing structural problems, such as cracked walls or roofs, is one of the most important duties of a residential property manager. If left unchecked, these problems can quickly worsen and become expensive to repair.
As such, it is the property manager’s responsibility to carry out regular inspections of the property and to arrange for any necessary repairs to be carried out promptly. It is also their responsibility to arrange payment for these repairs, which will usually come out of the property’s repair fund.
2. Scheduling and assessing cleaners, gardeners and window cleaners
The property manager is also responsible for scheduling and assessing the work of any cleaners, gardeners or window cleaners that are hired to work on the property. A good property manager will usually carry out regular inspections of their work to ensure that they are meeting the agreed standards.
If there are any problems with the quality of their work, it is the property manager’s responsibility to raise this with them and to take appropriate action. This could involve anything from asking them to improve their work to terminating their contract.
3. Maintaining facilities onsite such as vehicle gates, lifts, smoke and fire alarms
Another key duty of the property manager is to maintain all of the facilities onsite, such as vehicle gates, lifts, smoke and fire alarms. This involves carrying out regular checks to ensure that they are in good working order and taking action if any problems are found.
It is also the property manager’s responsibility to ensure that all of the relevant smoke and fire alarms are serviced and tested on a regular basis in line with fire safety laws and regulations.
4. Organising and managing repairs and maintenance
Another key duty of the property management company is to organise and manage any repairs or maintenance that needs to be carried out on the property. This includes anything from fixing a leaking tap to hiring a contractor to carry out major repairs.
Property managers will usually have a team of contractors that they use for repairs and maintenance, and it is their responsibility to organise and oversee their work. This includes arranging payment for their services and dealing with any problems if they arise.
5. Ensuring health and safety
Undertaking and upholding health and safety regulations in communal areas of flats or apartments is another key duty of the property manager. This includes carrying out regular risk assessments and taking action to reduce any identified health and safety risks. Don’t forget about any buidling surveys either.
It is also the property manager’s responsibility to ensure that all communal areas are kept clean and tidy and that any hazards, such as structural trip hazards, are removed promptly. In addition, they must ensure that all fire exits are kept clear and that fire safety equipment is in good working order.
6. Collecting rent, service charges and arrears collections
As part of their role, rental property managers will also be responsible for rent collection, collecting service charges from tenants and chasing up any arrears. Service charges cover the costs of maintaining communal areas and facilities on the property and are usually paid monthly by tenants.
It is the property manager’s responsibility to ensure that all service charges are paid on time and to chase up any arrears. An efficient property manager will also usually be responsible for meeting financial objectives, preparing and issuing service charge budgets to tenants in advance of each financial year.
7. Preparing vacant rental units for new tenants
When a tenant moves out of a rental unit, it is the property manager’s responsibility to prepare it for new tenants. This includes cleaning the unit, carrying out any necessary repairs and painting it if necessary.
The property manager will also usually be responsible for marketing the unit to potential tenants and conducting viewings. Once a new tenant has been found, it is then the property manager’s responsibility to sign them up to a tenancy agreement and to carry out any necessary checks.
8. Addressing tenant complaints
Property management is also responsible for resolving tenant complaints and queries. This could involve anything from resolving a dispute between neighbours to dealing with a problem with the communal areas.
Property managers will usually have a team of staff that they can rely on to help them deal with tenant complaints and queries, but it is ultimately their responsibility to ensure that all issues are resolved satisfactorily.
9. Upholding legal obligations and business administration
Upholding legal obligations such as ensuring a lease agreement is in compliance with the fair housing act is another duty of the property manager. The property manager job description can also include maintaining records for legal compliance, financial performance and operating expenses.
The property manager is also responsible for ensuring that all flats or apartments on the property are fit for habitation and meet all relevant standards. In addition, they must ensure that all communal areas are accessible to people with disabilities, as required by law.
10. Dealing with breaches of lease terms
Dealing with breaches of lease terms is another key duty of the property manager. This could involve anything from collecting rent, to issuing a warning to a tenant for noise disturbance or taking legal action against a tenant for non-payment of rent.
The property manager will usually have a written report on how they deal with breaches of lease terms, which will be set out by the landlord or property owners. This report will detail the different stages of the process, from issuing a warning to taking legal action.
Looking For an Expert Block Management Company?
These are just a few of the duties and responsibilities of a great property management company.
At Scanlans Property Management, we offer comprehensive block management services that cover all the duties and responsibilities of a property manager. We have a team of experienced and knowledgeable staff who are always on hand to deal with any tenant queries or complaints.
From Insurance & Claims to Repairs & Maintenance, Building Surveying Services, Site Visits and more, our property management services provide a comprehensive solution for all your block management needs.
For more information about our services, or to get a quote, contact us today.