Property Manager – Residential Estate Agency – Chichester, West Sussex

Permanent Chichester , West Sussex | £24k to £27k Inc Benefits

Job Posted: 2015-11-03 03 November 2015 Closing date for applications: 03 March 2016

Job Description

This privately-owned firm of estate agents and chartered surveyors is a market leader in the city of Chichester. The company covers the city and the surrounding areas, and their reputation is built on honesty and professionalism. They have a hugely experienced property team in their multi-disciplined practice who cover Residential Sales, Lettings and Property Management and Commercial Property.

They are currently looking to recruit a Property Manager who will report in to the partner responsible for Lettings and Management. The main objective of this position is to carry out day to day management on properties as instructed by their clients, ensuring all properties are maintained well for current and future tenancies whilst acting on their clients’ best interests, giving a duty of care to the tenants.

The role will include the following key responsibilities:   

Start of tenancies:

  • Producing tenancy agreements based on information supplied by the lettings partner
  • Sending agreements for signing to both landlord and tenant and advising the tenant of costs to be paid prior to the start of the tenancy
  • Arranging inventory and check in
  • Ensuring the gas safety is current
  • Registering deposits with TDS and logging certificate number on the company’s bespoke database
  • Once the tenant has taken occupation, sending completion documents to both landlord and tenant (signed tenancy agreements, inventory, check-in report, EPC, TDS certificate and gas safety certificate if applicable)
  • Chasing their inventories supplier for Inventories and Check in reports if not received on time
  • Informing utility suppliers, council etc. of tenant’s occupation and meter readings
  • Logging the meter readings on the company’s database

End of tenancies:

  • Serving appropriate notices if applicable
  • Writing to tenants confirming last day of tenancy and instructions on preparing the property for check out inspection
  • Obtaining tenants forwarding addresses and bank details
  • Booking check out inspections with inventory suppliers and retaining money from rent where applicable
  • Reading through check out reports from inventory suppliers and identifying any costs to be deducted from tenant’s deposit
  • Sending a copy of the check out report to landlords and tenants highlighting any relevant points
  • Informing utility suppliers, council etc. of end of tenancy, meter readings and tenants forwarding address
  • Logging meter readings on the company’s database
  • Obtaining quotes for any works required and providing these to the tenant for approval
  • Negotiating with landlords and tenants when agreement for expenditure cannot be reached
  • Advising landlords and tenants of their rights under the TDS scheme
  • Where agreement cannot be reached and matter proceeds to dispute, completing relevant forms from TDS
  • Releasing deposits and making any required retentions
  • De-registering deposit on TDS once confirmation has been received from accounts department that the deposit has been returned


  • Writing to landlords and tenants asking if both parties want to renew and advising of any relevant costs involved
  • Checking if rent increase is due and negotiating rent increases between landlords and tenants
  • Producing supplementary agreement and prescribed information and sending to landlords and tenants for signature
  • Sending copies of signed supplementary agreements and prescribed information to both landlords and tenant with any relevant invoices
  • Extending deposit protection on TDS (charging fee to landlord where appropriate)

Gas safety:

  • Checking all gas safety certificates are current
  • For managed properties arranging gas safety inspections
  • For let only or rent collection properties, writing to the landlords and inform them when gas safety is due and offer assistance if required
  • Informing landlords of any issues raised as a result of the inspection and obtaining instructions to deal with appropriately
  • Updating database with new gas safety expiry dates
  • Sending a copy of the gas safety certificates to both landlords and tenants
  • Log invoices on database


  • Dealing with tenants’ queries and reports on faults
  • Advising tenants of the best course of action where appropriate
  • Informing landlords of maintenance issues and obtaining authority to proceed
  • Obtaining quotes where necessary and advising landlord of cost for approval
  • Log maintenance jobs on the company’s database with costs (where available) for retention from rents to be made
  • Instructing relevant contractors and keeping in touch
  • Logging contractors’ invoices on the database
  • Obtaining money from landlords for any maintenance whilst property is unoccupied
  • Checking funds on client accounts to ensure money is available before works are commenced


  • Writing to tenants to make appointments to visit the properties
  • Carrying out six monthly inspections of managed properties
  • Reporting to landlord on inspections


  • Advising both landlords and tenants of their rights and advising best course of action as and when required
  • Carrying out viewings/market appraisals as and when required
  • Checking that all deposits registered on TDS are correct and reconciling prior to annual snapshot
  • Maintaining good relationships with all clients and managing their expectations
  • To be actively involved with other members of staff in the day to day running of the office
  • Ensuring there is a management file for each property
  • Keeping on top of filing to ensure the file is always up to date and accurate

This is a Monday to Friday, 9am to 6pm role and will come with a salary that will very much depend on the experience of the successful candidate but is likely to be in the region of  £24,000 to £27,000 plus a car allowance.

For further information on this exciting career opportunity, please apply on line now via this web page and we will get back to you immediately. Alternatively, please feel free to contact us in confidence on 01784 451464, or email us:


This job is now closed