General Duties Brixton
Summary of responsibilities of Block Management Brixton for residential premises benefiting from a constituted management company. Block Management in Brixton from An Expert Local Property Manager
1. To comply with the codes of practice of the Association of Residential
Managing Agents and the Royal Institute of Chartered Surveyors in
the management of the residential premises.
2. To keep a database of all lessees with appropriate correspondence
details.
3. To prepare/agree with the Directors the annual budget of anticipated
costs for the Company’s financial year.
4. To request monies from lessees, track arrears and organise arrears
collection as necessary and in accordance with the terms of the lease
including liaison with debt collection solicitors.
5. To bank and keep a record of all payments by lessees.
6. To maintain a designated client bank account including reserve fund
provisions separate from any other monies held.
7. To keep an accurate record of all invoices and arrange for payments
to be made to contractors. These could include:
a) Cleaning, window cleaning and garden maintenance
b) Building, engineering and director’s insurance
c) Electricity and water rates for the communal areas
d) General repairs and maintenance
e) Local Authority bins
f) All plant and materials – entry phone, AOV’s, water booster sets,
lifts, fire safety system, etc.
8. To instruct and supervise general property maintenance works and
obtain best estimates for cyclical contracts which would be the
responsibility of the Management Company.
9. To ensure all contractors have full public and professional liability
insurance cover.
10. To ensure all contractors have appropriate written Health & Safety
working practice statements.
11. To arrange for the preparation of the Company annual accounts and
liaise with the Company’s accountants in their preparation.
12. To arrange the annual accounts to be distributed to the lessees
together with notices for the Annual General Meeting.
13. To prepare the agenda for the Annual General Meeting; to attend the
Annual General Meeting and take Minutes; to write up the Minutes of
the Annual General Meeting and circulate to all lessees.
14. To circulate any general notices to lessees as required.
15. To arrange periodic Risk Assessments (health, safety and fire,
emergency lighting, water, etc.). To initiate a ‘permit to work’
procedure for dangerous works.
16. To ensure that appropriate insurance is in place (e.g. buildings,
terrorism, public liability, engineering, etc.) and arrange for any
change in the sum insured.
17. To deal with insurance claims as required within the common areas.
18. To arrange for the cancellation and issuing of share or membership
certificates and professional keeping of statutory records of the
Company.
19. To visit the premises, meet with lessees and inspect the estate and
common parts on a regular basis.
20. To act as Company Secretary for the Management Company if
required and to deal with all correspondence relating to that position.
21. To deal with day-to-day enquiries and correspondence from lessees
and others.
22. To co-ordinate an out-of-hours emergency call service for issues
within the common areas.
23. To check compliance with and enforcement of the terms of the lease
(noise, nuisance, etc.) and any other statutory requirements.
24. To hold and distribute a Complaints Handling Procedure.
25. To prepare or arrange for the preparation of any specifications
necessary for building works, internal and external decorations,
to comply with the lease covenants or other matters of a building
nature that may occur from time to time. Competitive estimates to
be obtained and following completion of the due consultation
process, make arrangements for works to be implemented and
supervised. These special works would be subject to a professional
fee of 10% of the cost + VAT (or by agreement with the client).