Managing Agents Relationship Officer
Salary: £31,085 – £32,721
Location: Staines-Upon-Thames office base with hybrid working
Contract: 12-months fixed term contract, 35 hours per week
DBS check required: Basic
About us
We’re a UK housing association committed to a new vision – providing homes people love to live in.
With over 38,000 homes in management across London and southern England, we provide a wide range of homes for social, affordable and private rent, specialist housing services, as well as homes for sale and shared ownership.
Our 70,000 customers have diverse backgrounds and levels of income and we’re here to provide all of them with homes that are safe, high quality and sustainable. And with social housing roots going back eight decades, we continue to ensure that every penny of profit we make is reinvested into our charitable social purpose – delivering more homes and better services for customers.
We’re also members of the G15, a group of leading housing associations that work together to house one in ten Londoners and tackle the housing crisis.
Role Overview
We are looking for a Managing Agents Relationship Officer to join us on a 12-month fixed term contract. The Managing Agents Relationship Officer will be responsible for supporting the delivery of the Managing Agents Relationship Team strategy for the effective and efficient management of a portfolio of external managing agents.
Key responsibilities:
Purchase Orders / Payments
- Ensure invoices are coded correctly for processing and paid on time to avoid incurring fines/penalties
- Challenge erroneous fines/penalties where payment was made within the agreed contractual timescales
- Identify demands for unplanned works and verify liability with reference to the headlease prior to seeking approval from relevant internal business partner (LPM/NO, M&E, Asset Delivery, etc)
- Obtain additional information from Managing Agents to support payment requests and ensure clarity/visibility in cases where we are to recover the costs from customers
- Challenge all unreasonable or erroneous payments on behalf of, and with support from, internal stakeholders
Reporting
- Maintain all internal performance reports as directed
- Interpret reports to identify areas of improvement and under-performance
Internal Records
- Ensure that all internal records are maintained and up to date (managing agent contact details, Principle Accountable (PAP) and Accountable Person details, section 20 notices, service charge budgets/actuals, etc.)
- Run a clear and simple system of reporting on supplier and client performance in terms of payments, standard of work, breaches of terms, etc
- Provide advice and guidance to Property Management Teams in dealing with Superior Landlord and managing agent issues with specific reference to the headlease and any statutory regulations
- Support the Property Management Team in resolving any legal issues and working with in-house Legal
- Work with appointed solicitors/internal legal team to deal with any litigation relating to MA including applications to the First Tier Tribunal
Building Safety
- Act as a conduit for the flow of information to and from managing agents and internal A2Dominion teams in respect of all building and fire safety issues to ensure that we meet all statutory requirements
- Receive and acknowledge building safety information requests and forward to the relevant internal team
- Forward documents received from internal teams to managing agents and update SharePoint activity log
Lease Reading
- Provide internal colleagues with guidance in respect to A2D responsibilities designated within the terms of the headlease
- Ensure that A2D are complying with their legal responsibilities and not carrying out works for which they are not liable, and Managing Agents are held accountable for their obligations
Service Charges
- Scrutinise service charge budgets and I&E accounts for obvious errors and report concerns to internal stakeholders
- Challenge Managing Agent with discrepancies and withhold payments where appropriate
- Maintain a visible record of Budgets /I&E Accounts for internal stakeholders.
Inbox
- Managing the team Inbox to ensure that all emails are responded to within agreed service level agreement (SLAS)
- Ensure that emails are directed to appropriate internal teams (such as Building Safety, Homes or Property Services) when required
More about you
- Educated to GCSE level or equivalent in Maths and English (Grades A*- C)
- Demonstrable experience of identifying, scrutinizing and challenging suppliers and 3rd party contractors in relation to their invoices
- Confident, articulate and persuasive communicator
- Solid experience of lease reading/contract interpretation
- Able to process high volume of POs within tight deadlines
- High level of attention to detail to ensure PO’s are processed correctly
- Confident in using Microsoft packages such as outlook, Teams and excel
Choosing us is easy
As an employee of A2Dominion, we want you to feel rewarded and have a choice of flexible benefits, salary exchange benefits, and rewards and discounts that work for you, wherever you are in your life.
We offer a wide range of staff benefits. For this role, these include:
- 25 days’ holiday (Plus Bank Holidays) increasing up to 28 days with 3 years of service
- Up to 8% contributory pension
- Flexible working
- Investment in your learning and development.
In addition, all permanent and fixed-term employees receive a generous annual allowance of up to £300 to use towards health and lifestyle benefits for both you and your family.
We also operate a Cycle to Work Scheme whereby employees have access to cycling equipment throughout the year and can pay via monthly salary deductions.
Whatever the role, we want you to bring your knowledge and experience to play your part in improving people’s lives.
If you require a reasonable adjustment during the recruitment process, please contact our Talent Team to request: resourcing@a2dominion.co.uk
A2Dominion Group is a Disability Confident Employer which means that we are committed to employing disabled people and will:
- actively look to attract and recruit disabled people
- provide a fully inclusive and accessible recruitment process
- offer an interview to disabled applicants who meet the minimum criteria for the job
- be flexible with assessing people so disabled applicants have the best opportunity to demonstrate that they can do the job
- make reasonable adjustments as required
At A2Dominion Group, we recognise the positive value of diversity, promote equality and inclusivity in our hiring processes. We always aim to recruit the person who is most suited to the job and welcome applications from people of all backgrounds – men and women, people of all ages, sexual orientations, nationalities, religions, and beliefs.
Meeting the role requirements
We recognise that some people will only apply for a role if they meet 100% of role requirements. If this sounds like you, we’d still encourage you to apply and also to arrange a call with one of our recruitment team to discuss your application further at resourcing@a2dominion.co.uk.
A2Dominion is proud to be a family friendly employer
Everyone is welcome at A2Dominion Group. We know that equality, diversity, and inclusivity make us better. We embrace the unique contributions of our people and seek to create a workplace where everyone feels like they belong. Find out why our people love working with us.”
Join us at A2Dominion, where your expertise will be integral to our recovery journey, creating lasting positive changes in the lives of our customers. If you possess the right motivation and drive to contribute to our recovery and change initiatives, we invite you to apply and be a crucial part of our team.
