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Assistant Building Manager

Way Of Life
5.0 out of 5
Permanent, Full-time



Pulled from the full job description

  • Company events
  • Company pension
  • Health & wellbeing programme
  • Life insurance
  • Private medical insurance

Full job description


Properties managed by Way of Life are done so transparently, giving customers peace of mind and stress-free renting. We endeavor to provide our customers with the best rental experience possible by ensuring we are available for them at every stage of the process. We manage great buildings in price city locations with amenities that exceed expectations. We act at all times in accordance with our Values:

  • Customer First
  • Make it Happen
  • Teamwork and collaboration


To support the Building Manager with the successful ongoing management of our new purpose-built residential development (192 units) in Chatham Waters in Kent in line with Way of Life’s standards and customer experience.


Key tasks Customer service/ customer contact

· Creating good customer relationships with all customers (existing and prospective) by sending regular updates and communication in a professional manner.

· Formulating action plans for all ongoing customer issues until a resolution is achieved.

· Welcoming all new customers to Way of Life, registering new applicants on our IT system; taking enquires from prospective or existing customers and matching with them properties suitable to their needs.

Property Management

· Work with Procurement Manager to review soft and hard FM contracts and monitor contract performance.

· Deal with any anti-social behaviour issues as and when they arise and in line with Way of Life policy.

· Carry out internal and external communal inspections and complete and file inspection reports for future reference.

· Ensure communal areas and neighbourhoods are clean, safe and well maintained by working with and management of the contractors, caretakers or cleaners as required.

Staff Management

· Managing onsite staff (e.g. admin staff), ensuring key day-to-day tasks are completed and daily handover undertaken.

· Manage rota for onsite staff, cover any annual/sick leave where required and submitting information for payroll.

· Undertake annual performance reviews of admin staff.

New Schemes

· Attend handover, receiving keys, familiarisation tours, ensuring check list of items demonstrated is signed off and cosmetic issues are identified and documented.

· Manage defects process, reporting and recording all defects cases to ensure a satisfactory outcome for us and our customers.

· Liaise with Marketing team to keep up to date with developments on your new scheme and changes to practical completion dates, also setting rent levels.

Health & Safety

· Maintain 100% compliance for gas, electric, asbestos, FRAs, personal safety device usage, legionella testing.

· Report near misses and incidents in line with Way of Life H&S procedures.

· Ensure all voids are H&S compliant (i.e., ensure valid gas certificate, electrical safety cert, EPCs, smoke alarms).

Budget Management

· Approve invoices for all completed works to ensure contractors are paid swiftly on receipt of invoice.

· Manage day to day expenditure to ensure it is in line with opex budget and draft budgets following stabilisation of asset.

· Manage dilapidations and deposit deductions following check out inspection with assistance of lettings admin/onsite staff.

· Creating a specification for void works, establishing costs and timescales for works.


· Check payments, rent, move in monies are received and all deposits are registered.

· Managing the lettings and offer process from end to end, including arranging and undertaking viewings and checking in appointments with customers and agents; handling multiple offers and confirming offer details to customers; and taking action on all feedback after viewing to ensure required improvements are made.

· Send completed deal sheets to Lease & Contract Coordinator and assist in customer communications during referencing and deal progression.

· Ensure property is let in a good condition (i.e. that it is clean and there are no outstanding repairs) and undertake check in inventory report.

· Qualify applicants by ensuring customer conforms with right to rent requirements (checking ID in person and taking photographic proof), passing the proof to the relevant team members and starting the reference checks.

· Dealing with tenancy surrenders, goods removal and vacating customers.

· Liaise with Credit Controller to include ensuring outstanding monies are collected, notices served and updating status on CRM system and then passing on to relevant parties.

· Manage tenancy renewals, ensuring customers qualify for renewal prior to offering renewal terms and sending renewal deal sheets to leasing manager.

· Update Digital Marketing Manager on voids list.

· Provide brief monthly report on activity on site.

General Responsibilities

· Keeping up to date records of all customer contact on IT system to ensure a full audit trail exists.

· Keeping scheme information details for your patch up to date with key information and ongoing issues for utilisation by the team to ensure continuity of service during periods of leave.

· Act at all times in line with the Company Values, integrating these into all work practices.

· At all times follow the financial regulations, policies and procedures at Way of Life.

· Understand the importance of taking care of one’s own health and safety and that of others; following the guidance outlined in the Way of Life Safety Management System.

· Maintain accurate records at all times (both computerised and manual).

· To observe the highest possible standards in relation to customer confidentiality and in compliance with Data Protection legislation.

· To act as an ambassador for Way of Life in your conduct during working hours and in all contact with customers and third parties connected with Way of Life’s business.

· Ensure good inter-team working relationships and strong communication with both internal and external customers at all times to ensure Way of Life delivers the best possible service.

· Effectively utilise systems and digital platforms such as Aircall, Hubspot, FixFlo and Qube.

· Provide accurate information to Mobilisation Manager for weekly/ monthly reporting.

· To undertake any other duties as are reasonably requested from time to time.

· To provide cover of other onsite staff when they are on leave.


· Proven experience within a Customer-focused, PRS or hospitality environment.

· Required authority, skill, and support to creatively address customer needs across the portfolio.

· Actively embrace and work within the Company Values.

· Able to show an understanding of and commitment to good customer care.

· Able to show an understanding of and commitment to property services and managing landlord and customer relationships.

· Able to communicate effectively and clearly in writing and verbally, including drafting correspondence and documents.

· Strong attention to detail.

· Ability to work in a varied and demanding role with appropriate supervision.

· Ability to work to strict deadlines and be organised and efficient.

· Demonstrable experience and ability to use ICT packages i.e., Microsoft Word and Excel.


· IRPM, ARLA qualification or equivalent or working towards

· Knowledge and experience of using Qube, HubSpot or Fixflo

Job Types: Full-time, Permanent


  • Company events
  • Company pension
  • Life insurance
  • Private medical insurance
  • Wellness programme


  • Monday to Friday

Supplemental pay types:

  • Bonus scheme

Work Location: One location

Application deadline: 03/02/2023
Reference ID: TK-assistantbuildingmanagerR12023