Duties of Managing Agent

Set up records of leaseholders, shareholders and their contact details
Analyse current expenditure and assess whether savings can be made
To keep expenditure to a minimum, but at the same time, ensuring that a sound preventative maintenance program is implemented to maintain the standard and appearance of the premises
To liaise regularly with the directors keeping them informed of current dealings and follow through to a satisfactory conclusion
To deal with all insurance claims on the claimants behalf and to follow up with insurers
To obtain estimates for any maintenance or building work and to liaise with the directors and appoint appropriate contractors. To oversee all work runs smoothly.
To keep all parties informed of what is going on
To deal with vendor’s and purchaser’s solicitors when any flat is sold and to provide copies of accounts, insurance policies and correspond to provide answers for whatever queries we receive
To obtain estimates to adequately insure the blocks
To regularly inspect the premises and report any findings to the directors
To enforce the terms of the lease
To set the level of service charges and, if possible, keep within budget
To collect annual service charge, prepare bank payment and keep records of all payments
To issue reminders for non-payment and subsequently employ solicitors to take action to recover any debt
To prepare all paperwork for the accounts to be drawn up at the end of the financial year. To liaise with the auditor and oversee his work
To check all entries on bank statements
To act as the Company secretary and due will all matters arising with Companies House including annual return
Arrange and supervise cleaning of common parts and windows, maintenance and upkeep of the lift (if any) - pay the contractors' bills from the service charge collected