Property Management Duties and Responsibilities

Property management is much more than collecting service charges or arranging repairs. It’s about keeping a residential block running safely, legally, and efficiently to protect the building and the people who live there.

This guide outlines the key responsibilities involved in managing a block of flats, helping freeholders, resident management companies (RMC), and right to manage (RTM) directors understand what to expect from a professional property management service.

What is property management?

Property management is the day-to-day oversight of a residential block of flats or estate on behalf of its owners, whether that’s a freeholder, RMC, or RTM company. It includes everything from coordinating maintenance and repairs to managing service charge budgets and ensuring legal and regulatory compliance.

A professional managing agent takes care of these responsibilities, reducing the burden on directors or individual leaseholders. They ensure the building is run safely, transparently, and in line with current legislation.

What does property management include?

Block management services can vary depending on the needs of the building and its stakeholders. Some clients require full management of their block, while others may want help with specific areas like compliance or financial administration.

Typical responsibilities of block management include:

  • Service charge budgeting and collection: Preparing and managing annual budgets, collecting service charges, and providing financial reporting.
  • Maintenance and repairs: Arranging reactive and planned maintenance, overseeing contractors, and ensuring communal areas and facilities are well maintained.
  • Compliance and health & safety: Managing risk assessments, fire safety checks, asbestos reports, and ensuring the building meets relevant safety regulations.
  • Leaseholder communication: Acting as the point of contact for leaseholder queries, handling complaints, and supporting good communication across the block.
  • Insurance: Arranging and managing buildings insurance policies, claims handling, and ensuring adequate cover is in place.

Benefits of property management for landlords of blocks of flats

Appointing a qualified property manager brings peace of mind and professional oversight to what can be a highly complex area.

Regulation and accountability

All managing agents must be part of a government-approved redress scheme. Many are also regulated through professional bodies like ARMA or RICS, giving leaseholders and freeholders reassurance of high service standards and a route to resolve complaints.

Protecting deposits

Property managers ensure that letting agents or landlords within the building comply with deposit protection rules. This can help to protect the wider interests of the block and avoid reputational or legal risks.

Compliance

Block managers help prevent costly legal issues by keeping everything in check. This can include everything from ensuring fire safety certificates are up to date to managing risk assessments and health and safety requirements.

Peace of mind

For leasehold or freehold properties, compliance can be more complex. Property managers help navigate the responsibilities that come with these ownership types to ensure you meet your legal obligations.

How to select the right property manager

Not all property managers offer the same level of service, so it’s important to find someone who meets your specific needs. Here’s what to look for:

Experience and local knowledge

It’s important to choose someone who understands the specific challenges of communal living. Your agent should have direct experience managing buildings of a similar size and layout. Look for proven knowledge in areas like long-term maintenance planning, managing major works, and handling service charge disputes.

A good property manager should also be familiar with local authority requirements, planning policies, and the expectations of leaseholders and residents in the area. This local insight helps to ensure everything runs smoothly.

Strong communication skills

A reliable property manager should keep all stakeholders informed, respond promptly to queries, and provide clear updates on ongoing issues, maintenance schedules, and financial matters.

You should expect regular reports, transparent budgeting, and access to documentation such as invoices, inspection reports, and compliance records.

Reputation

Professional accreditation is a strong indicator of a property manager’s commitment to best practice. Look for agents who are members of recognised industry bodies such as:

  • ARMA (The Association of Residential Managing Agents)
  • IRPM (Institute of Residential Property Management)
  • RICS (Royal Institution of Chartered Surveyors)

These organisations promote high standards, provide training, and ensure agents follow strict codes of conduct.

Can a property manager enhance your property value?

Absolutely. A well-managed building doesn’t just run smoothly—it retains its market appeal and protects your investment:

  • Preventative maintenance: Timely upkeep helps avoid costly repairs and preserves the condition of the block.
  • Enhanced community feel: Good communication and resolving issues quickly can improve satisfaction among leaseholders and residents.
  • Regulatory assurance: Legal non-compliance can reduce property values or slow down sales, so your manager helps avoid this risk by keeping everything in check.

FAQs

A block manager is responsible for overseeing the day-to-day running and long-term planning of a residential building or estate. They work on behalf of freeholders, RMCs, or RTMs to ensure financial, legal, and operational aspects are handled efficiently.

Fees vary based on the size and complexity of your building. Some agents charge a flat per-unit fee, while others offer tiered pricing depending on services provided. Always check what’s included in the cost.

Yes. Managing agents must belong to a redress scheme and are often accredited by bodies like ARMA or RICS. This ensures professionalism and provides a process for dispute resolution.

Yes, especially for buildings with shared services, multiple leaseholders, and ongoing legal responsibilities. A block manager brings expertise, consistency, and peace of mind for all stakeholders.

Disclaimer:

The sole purpose of this article is to provide guidance on the issues covered. This article is not intended to give legal advice, and, accordingly, it should not be relied upon. It should not be regarded as a comprehensive statement of the law and/or market practice in this area. We make no claims as to the completeness or accuracy of the information contained herein or in the links which were live at the date of publication. You should not act upon (or should refrain from acting upon) information in this publication without first seeking specific legal and/or specialist advice. Arthur J. Gallagher Insurance Brokers Limited accepts no liability for any inaccuracy, omission or mistake in this publication, nor will we be responsible for any loss which may be suffered as a result of any person relying on the information contained herein.

FP707-2025