Posted on 2014 August 22, 19:52

Team Administrator - Property Management - Central London

Exciting new Administration role based just North of Central London for a progressive independent block management company.

The Block Management Assistant is responsible for the day-to-day administrative side of the business working for a team of portfolio managers. You will be typing, undertaking mail merges, answering the phone, directing calls, dealing with clients and contractors, arranging meetings and appointments, updating spreadsheets and preparing weekly/quarterly reports. You are responsible for all of the electronic filing and all of the hard copy filing for the business. The role requires a high degree of organisation and attention to detail.

Role Requirements

You will need to be:
*Courteous and polite at all times, including while under pressure
*IT literate and proficient in the use of Microsoft Office
*Ambitious, dynamic and motivated
*Strong communicator, both verbally and written, with good use of grammar and spelling
*Strong at time keeping and time management
*Great organisation skills
*Self-sufficient in terms of dealing with issues and equally adept at raising issues to management
*Presentable and well-dressed at all times as the role can be client-facing

Day to Day Responsibilities

General
*Assisting Portfolio Managers on a daily basis
*Drafting letters to residents/leaseholders
*Drawing up and running Service Charge Reminders and Ground Rent Reminders
*Merging letters / Service Charge / Ground Rent demands
*Printing out letters and send out via email and post
*Corresponding with Leaseholders/tenants/contracto rs on a daily basis via the telephone and email
*Drawing up invoices for leaseholders
*Drawing up and running statement of accounts for leaseholders
*Filing and archiving documents of properties - ongoing
*Ensuring Invoices received have been billed accurately
*Updating Leaseholder contact details as and when required
*Liaising with Utilities companies where necessary
*Helping the portfolio managers prepare for quarterly meetings.
*Prepare the meeting rooms for any meetings
*Welcome clients to the office

Liaising with Contractors
*Requesting contractors to go to site to quote for works.
*Liaising with contractors and residents for any required works for access (i.e. a leak)
*Instructing contractors (having been given approval from Portfolio Manager) to carry out works
*Chasing contractors for works, and diarising when chasing needs to be done.
*Querying invoices as and when required

Issues List
*Updating Issues lists as and when required
*Printing off the issues list in advance of any quarterly meetings
*Reviewing the issues list with the portfolio manager and ensuring items are moving forward

Communication
*Answering phones - it is the company policy to answer the telephone within 2 rings.
*As one of the block management assistants' you must be the first one to answer the phone.
*Manage and controlling all incoming issues received to you directly

Keys
*Signing in/signing out keys for contractors on a daily basis
*Ensuring all keys have been returned by 5:30pm every day
*Arranging for keys/fobs to be cut/copied and sent to residents

Post
*Liaising with the Associate Directors Assistant on a daily basis regarding the daily outgoing post.

Hours:
Monday - Friday 9am - 6pm. You may occasionally be required to work evenings as the needs of the business dictate, with time off in lieu

Salary: £20-25,000 per annum dependent on experience

Holiday: 20 days plus bank holidays

If you have previous office administration experience (ideally within a property company) and you are seeking a challenging/busy role please send CV to us today. Or call the property management team about this or other Property Administrator positions.


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