Property Administrator

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INTRODUCTION:

This opportunity will be assisting in the management of an allocated portfolio or residential (and some commercial) properties, providing effective and accurate administrative duties for the day to day management of the schemes resulting in a good working knowledge and familiarity with the property portfolio.

The Property Administrator will be encouraged, but not required, to develop additional skills and responsibilities with the aim of eventually progressing to the role of Assistant Property Manager.

The company is a property specialist offering block and estate management services for leashold / freehold residential and commercial buildings, within areas such as Kensington, Knightsbridge and Chelsea etc.

SALARY ETC:

£20,000 to £25,000, depending on experience

Office Hours – 9:00am to 5.30pm Monday to Friday. Must be prepared to work longer hours where necessary – for instance to attend evening meeting where necessary.

Mainly office based, although also required to visit schemes or attend meetings and conferences.

Location: Kensington, London

DUTIES TO INCLUDE:

Be the first point of contact and promptly and confidently receive, handle and respond to calls and queries from leaseholders, contractors or any other persons that may call or visit our offices, including logging all calls and taking comprehensive notes. Where unable to assist with calls passing the call or a message to the relevant person.

Promptly acknowledge all communication whether by email or written and prioritise to file/respond where required in a timely manner.

Maintain a close working relationship with the Line Manager to effectively and efficiently manage your day to day priorities and work requirements. Agree timeframes for tasks and inform the Line Manager where tasks may not be completed within the agreed timeframe so that they can reassess priorities accordingly.

Ensuring the pre-sale enquiry packs are updated in conjunction with your line manager and the Conveyance Department and assist in ensuring accurate responses are provided within agreed timeframes in accordance with the set procedure.

Ensure all Leaseholder contact details are maintained up to date on Property Management software.

Ensure new leaseholders promptly receive introduction letter and accompanying documentation.

Complete mail merges as instructed, ensure all emails and paper correspondence is sent the same day. Letters addressed outside of the UK should be emailed where possible.

Deal promptly and efficiently to all reactive maintenance enquires within guidelines given by the Line Manager. Understand where costs may be outside of the service charge and payable by the leaseholder and deal with accordingly. Ensure that a works order is placed in line with the Workflow procedure and make access arrangements where required.

Assist with tendering and managing all service agreements and ensure that the contractor adheres to the terms of the contract including attendance and supply of parts, if applicable.

Promptly log insurance claims and manage all claims efficiently and effectively in liaison with the insurance broker and loss adjustor. Escalate any claim beyond your ability to Line Manager.

REQUIREMENTS:

At least 2-years experience in a similar role, with some knowledge / experience in a property Management or Property related company.

Preferably some knowledge of relevant Landlord and Tenant Act, RICS and ARMA-Q Guidelines and Regulations and procedures and best practices on disseminating residential block property management services

Preferably some knowledge of London buildings structures and developments including, purpose built and conversions

The written communication skills and numerical skills to produce good correspondence and reports.

Good IT skills including Outlook, MS Word, Excel. Knowledge of QUBE an advantage.

Good organisational and time management skills, ability to multi-task

Experience in working effectively in teams

A commitment to providing good customer service