Property Portfolio Manager

STATEMENT OF WORK (SOW) Services Engagement: Portfolio Operations & Management Specialist Engagement Type: Independent Contractor Agreement Location: Remote (South Africa based) Contractor Availability Window: Monday through Friday, approximately 6 hours per day between 09:00 and 15:30 UK time. 1. Scope of Services & Key Workflows The Contractor will act as an independent operations specialist providing end to end management, coordination, and administrative oversight for a property portfolio comprising 10 mixed properties (residential, holiday accommodation, and commercial spaces). The Contractor will work directly with the Managing Director and liaise with relevant professional third parties to maintain smooth operational continuity. Property Operations & Compliance Management: Active monitoring of rent collections, oversight of tenant matters, coordination of day to day property maintenance, and adherence to UK landlord compliance standards. Contractor & Maintenance Oversight: Managing relationships with UK-based contractors, scheduling routine property inspections, and arranging maintenance access. Professional Stakeholder Liaison: Serving as the operational contact point for finance managers, mortgage brokers, insurers, solicitors, and professional advisers to facilitate timely legal and financial workflows. Acquisitions & Onboarding Support: Supporting property acquisitions through the conveyancing process, legal completion, and operational onboarding into the management system. System Optimization & Automation: Maintaining property records and compliance schedules while implementing automated workflows, system integrations, and AI tools to streamline portfolio management. Team & Administrative Coordination: Coordinating workflow action items and general administrative tasks across remote and UK-based team members. 2. Expected Outcomes & Deliverables 100% Compliance Alignment: All required landlord compliance certifications, safety inspections, and legal obligations kept current without lapse across the portfolio. Maintenance & Issue Resolution: Rapid turnaround on tenant maintenance requests through direct contractor coordination and structured follow-ups. Smooth Acquisition Onboarding: Seamless transition of newly acquired properties from completion through operational setup and tenant onboarding. Process Documentation & Automation: Documented operational procedures and implemented AI/tech tools (such as Hermes Agent, ChatGPT, COHO, Xero, and ClickUp) to minimize manual administration. Accurate Data & Reporting: Timely updates to property records, financial data coordination with finance managers, and operational tracking files. Requirements 3. Contractor Requirements & Competencies Experience: Minimum of 5 years of experience in property management, executive coordination, or operational management. Experience with UK property management, HMOs, and compliance frameworks is highly beneficial. Communication & Professionalism: Advanced written and spoken English skills with the confidence to independently manage communications across tenants, solicitors, brokers, and contractors. Technical Aptitude: Proficiency or fast adaptability with software systems including COHO, Xero, ClickUp, Microsoft 365, OneDrive, WhatsApp, SpareRoom/OpenRent, and modern AI automation tools. Working Environment: A dedicated, fully equipped home office in South Africa with stable internet infrastructure and the capacity to deliver high-quality work independently.