What is a property factor?

A property factor is a professional managing agent who looks after the shared or common areas of a residential building or development in Scotland. These shared spaces can include stairwells, roofs, lifts, gardens, parking areas, landscaped grounds, and other communal parts owned jointly by homeowners. The factor’s job is to make sure these spaces are well maintained, safe, and meet all legal requirements. In Scotland, property factoring is regulated by the Scottish Government, and factors act on behalf of all homeowners. The factor is responsible for day to day administration, organising maintenance and repairs, and managing the financial side of looking after communal property.

What does a property factor do?

A property factor takes care of the day to day management and upkeep of the shared areas in a building or development. Their role is to make life easier for homeowners by organising maintenance, repairs, and the general running of communal spaces. In practical terms, a property factor arranges routine jobs such as stair cleaning, gardening, lift servicing, and grounds maintenance. They also manage repairs, including emergency call outs when urgent issues arise. In addition, a property factor handles the financial side by issuing invoices, collecting payments, preparing budgets, paying contractors, and in many cases managing the building’s insurance policy where a shared policy is required.

Why do we need a property factor?

A property factor helps take the hassle out of managing the shared parts of a building or development. When multiple homeowners share responsibility for areas such as roofs, stairwells, lifts, gardens, or parking areas, it can be difficult to coordinate repairs, agree costs, and ensure work is carried out properly. A property factor arranges routine maintenance, manages repairs, organises emergency call outs, and looks after the financial aspects of maintaining communal areas. They also help ensure legal requirements are met and that homeowners are kept informed and treated fairly.

How do we change property factor?

If your current property factor is not providing the level of service, support, or value you expect, homeowners in Scotland can appoint a new property factor. It is important to take time to compare managing agents, understand what services they offer, and ask the right questions before making a decision. Choosing a transparent and reliable factor who is a good fit for your development can lead to better communication, improved service, and a smoother overall experience.

Meet your team

Experienced, people-first property professionals in Scotland

How can we help you?

Whether you want to tell us about something that needs fixed, have a query on your invoice or an out-of-hours emergency, our experienced team is here for you.

At Charles White, we look after our team so they can look after you. We take training, mentoring and team wellbeing seriously.

Our senior leadership team has a combined 100 years of experience in property factoring representing Charles White in residential developments across Edinburgh, Central Scotland, the Scottish Borders and Northern Ireland. This knowledge makes us experts in what we do so we can give you the best service possible.

Each team member has specialist skills and they work together to bring you excellent service. They have regular weekly meetings and catch-ups so they all have an up-to-date picture of what’s happening at your development. Here’s an overview of our expertise and responsibilities.

Our Team

Katie Backler MTPI

With a legal/financial background, Katie has over 25 years’ experience at Charles White. Leading the company, she is passionate about making sure our vision and values form part of everyday team life. She works closely with the team on a day-to-day basis, giving her a detailed understanding of every aspect of the business.

Managing Director

Edwin Backler

With more than 25 years at Charles White, Edwin brings extensive leadership and financial management expertise. He is passionate about helping people realise their potential and thrive as part of the team. A strategic thinker, he plays a key role in ensuring clear direction and long‑term focus across the business.

Chairman

Director - Client Services

Robyn Rae MTPI

Robyn has over 10 years of client-facing experience at Charles White and leads our Property Management Team. She enjoys building strong client relationships and is committed to delivering an excellent service. Robyn also sits on the Board of TPI Scotland, helping shape the future of the industry in Scotland.

Lorna has been part of the Charles White team for over 23 years and leads our Client Account and Administration teams. With deep knowledge of our systems and client finances, she is always looking for ways to improve processes and enhance our client service.

Director - Client Operations

Lorna Rae

Sarah Wilson

Sarah is our insurance specialist and also manages a small portfolio of developments. With over 22 years’ experience at Charles White, she works closely with our broker, Arthur J. Gallagher, to secure competitive terms for our bespoke buildings insurance policies and to ensure claims are handled efficiently and resolved promptly.

Director - Insurance and Compliance

Associate Director - New Business

Maria Cooper MTPI

Maria has been part of the Charles White team since 2022, bringing with her a strong property management background. Her understanding of Deeds, knowledge of communal services, and keen attention to detail, combined with a genuine desire to understand owners’ priorities, make her ideally suited to her role in business development.

Client Relationship Managers

The key point of contact who prioritise establishing a good working relationship with homeowners
Respond to calls and emails
Visit clients on site
Carry out site visits
Attend/chair AGMs
Provide updates via letter/client portal depending on client preference

Development Inspectors

Carry out regular site visits to check the condition of the internal and external common areas
Identify any maintenance or health and safety issues that need attention
Provide recommendations for future project works
Liaise with trusted contractors

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Client Account Managers

Manage client finances
Take payments and set up direct debits
Pay contractor invoices
Monitor development bank accounts
Assist with any invoice queries
Credit control and debt recovery

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Client Team Administrators

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Office-based, often the first point of contact for clients
Ensure development information and administration are kept up-to-date
Attend AGMs and take minutes to be circulated

Like the sound of us?

If you’re interested in joining our team in Edinburgh, we’d love to hear from you.

You’ll be working in a friendly and supportive office where your ideas, thoughts and opinions are always welcome and gratefully received. You’ll also be supported to develop your skills and progress your career with a firm focus on your wellbeing throughout.

Find out more

Are you ready to take the first step?

Get your property management question answered.

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