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Pre-vacation inspections: Make arrangements with outgoing clergy before they resign/retire to assess property condition, the future need for works, its long-term suitability and whether it ought to be let during the vacancy, issuing subsequent reports and liaising with Archdeacon/Bishop on timetable for new appointment and future use of the property Tracking clergy moves: Maintain a robust record of when Clergy move in and move out of properties to ensure an accurate record of occupier contact details is kept. Working closely with Archdeacons, and the team, seek out opportunities to improve process and work flows with a particular focus on tracking clergy moves and updat- ing contact details Lettings: Seek the advice of appropri- ate letting agents and attend vacant property inspections to agree pre letting works or recommending any necessary scheme of refurbishment in order to secure a tenancy, appointing an agent in letting or management role and ensure tenancy agreements are properly executed Rent collection: Work closely with LDF finance team and managing agents to maintain close oversight of rental arrears, initiating possession proceed- ings where necessary. Deal directly with tenants when required to manage rent arrears collection Conduct periodic rent reviews and se- curing renewals on favourable terms;
where possible increase income
via letting agents
with accurate record keeping such as party wall awards Deal with block management as required to include service charge management, section 20 notices, major planned works. Ensure common parts management is adequate in- cluding health & safety and fire safety obligations Work closely with Asset Management team to advise on proposed devel- opments and accept handover of new build or refurbished properties General repair & maintenance: On a daily basis, provide advice on the best and most economic means of dealing with minor repairs with direct support from Repairs Manager, Property Ad- ministrator, Senior Property Services Manager and letting agents Proactively support parishes and be a point of contact for enquiries During times of absence provide cover for Property Mangers within the team Undertake any other tasks willingly that are commensurate with the role. On occasion this may require working ad hoc additional hours in ensuring that duties are fulfilled
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Ensure a programme of annual inspec- tions is conducted (and recorded) to review property condition, significant hazards, occupancy and any property related irregularities Take ownership be accountable for full and accurate record management for the properties within your allocat- ed portfolio Buildings insurance: Ensure all proper- ties are adequately insured. Maintain regular contact with Ecclesiastical Insurance and PIB (brokers) over block policies providing cover for all our residential property and advising when properties are purchased, sold or transferred. Seeking refunds from PCCs, where agreed Maintain schedule of rental proper- ties and produce a detailed monthly vacancies report. Provide detailed updates for quarterly Archdeaconry reports and lead regular Archdeacon clergy vacancy and appointment reviews to prepare vicarages for incoming clergy Regularly review vacant property schedule, arrange weekly vacant prop- erty inspections (via security company or church wardens) where appropri- ate and keep our brokers informed of longer term void properties Maintain oversight of Special Ar- rangement Lettings (letting arrange- ments usually with local parishes for occupancy by parish staff) managed
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Maintain schedule and manage leased (not LDF owned) properties - those properties leased from other Land- lords usually providing temporary rented housing for clergy including negotiating the best possible terms for the LDF and liaising with the finance team on rent payments, deposits and any associated matters Provide information to relevant parties where required, including gathering historic and current property infor- mation and occupant details. Support the team wherever necessary with the provision of expertise and advice Provide an initial point of contact for LDF housed deserted clergy spouses within the property Department. Work closely with the “Bishop’s visitor” in meeting their needs Consolidate smaller letting agents into the existing portfolio under two (possibly three) main managing agents -negotiate and secure he best possi- ble fee arrangements with our agents Deal with all aspects of property regularisation to include, boundary disputes, land registry records, title correction, neighbourly disputes, rights of way, easement, covenants, changing classification use, business rate reversion Deal with party wall notices and responses to planning consultations using third party consultants when appropriate. Maintain log of activity
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