Job Description

Company Description
Colliers is a leading commercial real estate services company, providing a full range of services to real estate occupiers, developers, and investors on a local, national and international basis. Services include brokerage sales and leasing (landlord and tenant representation), real estate management, valuation, consulting, project management, project marketing and research. We provide our services across the core sectors (office, industrial, retail and hotel) as well as many specialised property types. The UK business is headquartered in London, with over 1200 specialists throughout 16 offices across the UK and Ireland. The role of the property administrator / receptionist is to provide administration support to the Building Manager. This will include Reception Duties and the management of the various Meeting Rooms at Ettrick Riverside Business Centre, Dunsdale Road, Selkirk. Ettrick Riverside Business Centre is open 8am-6pm Monday to Friday. The Front of House staff will ensure that the reception is suitably resourced during these hours.

• Reception duties at Ettrick Riverside including managing visitors to tenants of the building, managing a telephone switchboard, responsibility for assisting tenants with a mail franking system and incoming and outgoing mail.
• Responding to telephone or email enquiries in a professional manner, ensuring appropriate follow up on any actions as required
• Management of the various Meeting Rooms including room bookings and preparing rooms for meetings.
• Tenant liaison and co-ordination of enquiries, issuing tenant wide communications.
• Deal with tenant complaints/queries and offer prompt resolutions, escalate where necessary.
• Ensure all front of house areas are always immaculately presented
• Log any property faults/issues with the helpdesk and inform the Building Manager.
• Co-ordination of contractors when visiting site, liaising with the Building Manager as required.
• Assist the Building Manager to show potential new occupiers\xe2\x80\x99 vacant spaces and ready units for handover to new occupiers.
• Ensure you perform your duties to the highest degree of dedication and commitment
• Data processing and management of databases, ensuring accurate and timely import of information including but not limited to Tenant Directory, Key Log, Riskwise and Elogbooks
• Maintain and produce specified reports such as onsite team holiday planner, Property Management & Team Directories, including Park Directory, Property Management Logs, Contractor List, Key Holder List.
• Administration of ad-hoc billing for Ettrick Riverside Business Centre. (meeting room hire, printing, office supply sundries etc.)
• Liaising with tenants if there are arrears in respect of sundry charges.
• To produce and keep updated documents in accordance with Tenant Directory.
• To coordinate with the Building Manager and ensure fire evacuation drills and other H&S exercises are carried out on a regular basis in accordance with the health and safety requirements. This includes ensuring the emergency plan and related site maps are continually updated.
• To liaise with local authorities, utility providers and rating authorities as appropriate

Expertise & Professional Development

• • You are the \xe2\x80\x98go to\xe2\x80\x99 person in your area of expertise/specialty for questions from your colleagues, clients and customers
  • You possess excellent interpersonal communication skills
  • You are solutions focused, advising colleagues and stakeholders with solutions not problems
  • Excellent knowledge of IT systems including MS Outlook, Word, Excel and PowerPoint
  • You are willing to learn CAFM reporting systems such as Meridien, RiskWise.
  • Maintain elogbooks and use permit to work system

Communication & Managing Expectations

• • You actively listen and interpret key information from and to clients, customers, colleagues and service partners
  • You manage and exceed expectations by prioritizing tasks
  • You can tailor your message to different stakeholders to ensure that the correct message is received
  • You will strive to anticipate needs and exceed expectations
  • You will communicate to provide required information as well as offer prompt resolutions

Qualifications
Service Excellence

• You demonstrate and role model the key behaviors of service excellence.
• You conduct professional work for Clients and ensure that all relevant reporting requirements are met to agreed deadlines.
• You preempt the work required ensuring you are always delivering high levels of service.
• Be flexible and open minded and positively adapt to any reasonable changes to your role (duties & responsibilities) proposed by your line manager and/or the Client.

High Quality Work

• You continuously look to improve the quality of your work and ensure quality control.
• You demonstrate excellent organizational and time management skills.

Productivity & Efficiency

• You challenge where you see that time is wasted and tasks could be delivered more efficiently by focusing your energy on those tasks that are within your control.
• Possess excellent oral and written communication skills.
• Ability to produce detailed building management report.

Collaboration

• You have strong trusting relationships and promote a culture of information sharing and cross working relationships.
• You will create a positive and collaborative working environment.
• You will work effectively as part of the wider Park Management Team.

Service Excellence

• You are results and impact focused and go the extra mile to deliver the best service.
• You show reliance, even when under pressure and during challenging times.
• You have an excellent change management mindset.

Personal Development

• You actively request, take on board and action any feedback to develop, as well as provide positive and constructive feedback to the team.
• You seek out and attend relevant personal and professional development such as training courses, new projects and assignments.

Diversity & Inclusion

• You are involved in the Balance in Business initiatives for the organization and promote a culture of inclusivity free of bias, calling out inappropriate behaviours and conduct.
• You represent Colliers in community groups at internal and external events and look at how the Park Management team can have an impact to the wider internal and external community.