Our innovative client is looking for an experienced Administrator to join their Property Team. This key role is a fantastic opportunity to work alongside talented individuals who are passionate about delivering exceptional, straight forward, uncomplicated customer service. This company are looking to relocate in 2021 to the Worcestershire area.
You will provide assistance and support to the property managers and help with general office administration. The Property Administrator is a key member of the Property Management team and is responsible for co-ordinating the administration of building repair and maintenance work to managed blocks of flats and estates and assist with the development of a comprehensive record and systems database within the Property Management Department.
DUTIES AND RESPONSIBILITIES
To co-ordinate records of maintenance history and ensure that cyclical maintenance jobs and records are maintained up to date.
To co-ordinate and make appointments for day-to-day and cyclical maintenance jobs in liaison with the Property Managers.
To monitor contractors / suppliers invoices and subject to Managers / Senior Manager’s / Directors’ approval of work completed, present invoices (via software) to Finance for payment.
To respond to phone calls, emails regarding maintenance, repair and service charge queries.
Where possible deal with maintenance / repair issues / service charge queries or, report these to the Property Manager or Finance team.
To ensure (together with colleagues) that access is afforded to all sites as required for reading of utility meters, contractors attendance etc
To assist in monitoring contractor’s insurance policies and method statements etc
To co-ordinate and maintain a list of emergency call-out telephone numbers of contractors and ensure the Out of Office support company has these numbers and contacts.
To maintain (together with the Property Managers) a complete set of duplicate keys for all sites.
Assist in the creation/population of a database for each property – bringing together documentation of property management and maintenance, service charge information, suppliers/contractors, lease information, leaseholder/tenant information
To use the database software to maintain and update records on maintenance, repair, tenant/lessee details, supplier and contractor details, communications etc
To help prepare Property Management reports for clients and internal meetings.
To organise and track (with the Property Management team) Health and Safety issues and requirements.
To organise (with the Property Management team) training sessions for CPD in respect of Property Management, Business Management, IT and software and service charge accounting.
To assist with general office administration – daily postal duties etc
General support to the Management Team including diary management and administration.
Support the Property Management Team with the preparation of solicitor information packs.
To attend regular monthly staff and inter-departmental meetings.
Together with other members of staff handle general enquiries including written, phone and email.
Real Estate & Property