Financial

- preparation of annual budgets for approval

- allowing for provision of future expenditure, if required, under the terms of the lease

- issuing annual Service Charge invoices

- collecting Service Charges and Ground Rents

- collecting Insurance Premiums

- administering bank account(s) - all client money is kept in trustee client accounts designated to the landlord/management company

- maintaining leaseholders' accounts

- dealing with account queries and supplying statements when required

- collecting arrears

- preparation of the Company's accounts before submitting to Accountants

- pay all outgoings such as contractors' invoices, utility bills and buildings insurance premiums

- liaising with Directors on all aspects of finance

Property sales 

- liaising with solicitors in relation to pre-contract enquiries, and answering leasehold enquiry forms

- providing details of the leaseholder's service charge account

- providing copies of up to three years’ audited accounts

- providing buildings insurance information, copy policy document and up-to-date schedule

- supplying a copy of the Memorandum and Articles of Association

- dealing with Notice of Transfer/Charge, Deeds of Covenant and issuing consents when required

- dealing with membership/shareholding of the new leaseholders in accordance with the lease

Property management

- drawing up specifications, obtaining estimates and appointing contractors for regular maintenance such as cleaning, gardening and window cleaning

- organising and reviewing repairs

- inviting tenders and obtaining estimates for large items of maintenance or repair, such as decorating

- dealing with Section 20 consultation, where required

- overseeing major items of repair/maintenance

- monitoring contractors, ensuring they have the required Public and Third Party Liability Insurance and Health & Safety policy

- arranging Fire Risk Assessments, Health & Safety Assessments and periodic electrical installation inspections and ensuring recommendations are carried out

- arranging maintenance and service contracts for fire alarms, door entry systems, lifts, etc

- ensuring that the property is adequately insured - buildings insurance is reviewed annually

- dealing with insurance claims

- maintaining TV aerials/satellite installations and arranging upgrades where required

- carrying out regular inspections of properties

- regularly reviewing utility supply contracts

- meeting directors and leaseholders on site for discussion of maintenance issues

- arranging Management Liability insurance

Company secretary duties

- preparing and maintaining registers of members/shareholders, directors, and all other statutory records

- filing statutory documents at Companies House

- issuing formal notices and agendas for Board and Annual General Meetings

- attending Annual General Meetings

- dealing with stock transfer forms/membership applications and issuing Share/Membership Certificates