Job Description

Property Administrator
£38k a year
PCD300186

We're now recruiting for a Property Administrator to join us at High Point Village.
What you should know
The organisation is a family owned business, with over 40 years in establishment – we are remarked as an innovative and dynamic property developer citing over 80 awards. At present, we're managing 11,000 homes across 12 luxury residential developments in London and are in search of a Property Administrator to join us at High Point Village in contributing to our vision.
Important to note
Hours: 8:30 - 17:30
Shift Pattern: Monday to Friday
Location: UB3, Hayes
Salary per annum: £38,000
Contract: 40 hpw/permanent

What you'll do
• To support the on-site management team with all administrational aspects of the development.
• Reporting into the Property Director (PD) and working with him/her to ensure the smooth running of the estate and the delivery of excellent customer service to residents and commercial tenants.
• To work closely and lead with the other administrators to ensure they are working in harmony and providing support to each other
Administration
• Responsible for recording relevant accurate information on the in-house database.
• Ensure that all move-in, move-out and other resident data is maintained in an efficient and timely manner and that adequate records are kept of all residents, apartments and registered vehicles. Treat all the information as confidential.
• Create welcome letters and packs for all new residents, advise the residents of the facilities available and any operational guidelines of the building. Ensure the information provided by the residents is accurately recorded on the database. Follow up with residents to ensure the necessary information is received.
• Be the first point of contact for the on-site management team in relation to all telephone enquiries, emails and letters. Where appropriate deal with the correspondence pro-actively and reply on behalf of the management team. If necessary, pass the query to the relevant department or function, following up to ensure the query is dealt with in a timely manner.
• Design letter templates and forms for the team to use (in liaison with the Property Director) to ensure consistency when responding to enquiries/problems etc.
• General administrational duties such as maintaining efficient electronic and paper filing systems, diary management, drafting minutes & typing agendas, stock control and ordering stationery, post (incoming/outgoing), photocopying, faxing and any other ad-hoc admin tasks.
• Assist the PD with the production of the monthly site level reporting
Health and Safety
• Understand and adhere to the estates Emergency Action Plan in the event of an emergency situation.
• Report and record any accidents in the accident book.
• Support the management team with building and maintaining good relationships with other on-site management teams, the organisation Sales & Marketing, Completions and Construction departments as well as the Owners, Tenants, Managing Agents and Estate Agents.
• Assist the PD with complaints and any subsequent action in the timely manner and keep the PD informed of the progress.
• Assist with concierge cover and post room duties as and when required.
• When necessary, send out any circular letters to residents on behalf of the Estates Management Team. Assist with the design of the resident’s newsletter and website.
Financial
• Raise purchase orders, code orders and enter delivery note information obtaining the necessary approval from management. Ensure the correct process is adhered to at all times.
• Assist the PD with analysis of financial reporting
• Assist the PD with Payroll on a monthly basis, ensuring all data relating to payroll is received from the staff and logged for the month as required.
Maintenance and Contractors
• Be aware of any maintenance, cleaning, security, health & safety or leisure issues and immediately inform the Facilities/ Operations Manager.
• A full job description will be provided upon shortlisting.
What you'll need to be successful
• Excellent computer skills, proficient in Outlook, Word, spreadsheet software and presentation software.
• Previous experience working for a managing agent.
• Good attention to detail.
• Team player who is friendly and reliable.
• Ability to multitask and work under pressure.
• Minimum of one-year administrational experience ideally in a service oriented environment.