Job Description

We are looking for an Administrator and Assistant Property Manager to join our team based at our office in Putney. You will be working with the Property Manager to make a team of two in a Chartered Surveyors office.

As Assistant Property Manager, you will be responsible for assisting the manager to make the department run smoothly.

The aim is to ensure the effective day to day management of each of the blocks within the portfolio.

Responsibilities will include:

Organise property managers diary including arranging meetings, where necessary.

Set up new electronic files and paper files. Enter all data required for file/fee system.

Update leaseholder details on database and property management software, Blocks Online, when flats sold or change of address/new tenant etc.

Save all incoming and outgoing e-mails to electronic file system on a daily basis.

Scan incoming paper post as it arrives and save to electronic file.

Daily - Collect and collate by property all incoming invoices ready for Property Manager to assess and authorise.

Type budgets, demands, letters, e-mails, memos etc. as required from dictation or hand written notes prepared by the Property Manager.

Send out general property correspondence on the property management software Blocks Online (training provided).

Type and collate Notices drafted by Property Manager to be served to Leaseholders/Freeholders in relation to demands for service charge, building works etc.

Liaise with surveyors regarding works to buildings including arranging access and providing access information.

Keep and organise keys for all managed properties inc. recording when and who has taken keys and ensure they are returned.

Liaise with leaseholders, porters and workman in relation to day to day running of the properties including arranging works to be carried out as instructed by Property Manager.

Enter key dates provided by the Property Manager in electronic diary system for each property for budget, demands, annual and periodic testing of alarms pumps and tanks etc. and major work key stages. Maintain diary dates year on year.

Check that incoming cheques have been recorded in the incoming cheque spreadsheet. Deal with any outgoing post such as Notices, demands, accounts etc. going to clients, accountants etc.

Be first port of call for incoming enquiries via email, telephone etc. discuss with Property Manager each day and respond/ arrange work/send information as directed by the Property Manager.

Collating all the information to enable Property Manager to complete LPE1 forms.

Maintain electronic filing system ensuring that files are stored correctly when specific tasks have been completed. Liaise with general admin assistant to ensure the paper files are kept up to date.

Cover for Property Manager, if they are out of the office including dealing with any emergencies and liaising with Surveyors, workmen etc. inc. reporting to Partners with urgent or difficult enquiries.

To complete any and all tasks as reasonably requested by the Property Manager.

Skills, Experience and Qualifications:-

Minimum - Previously working as Assistant Property Manager.

Substantial experience of delivering excellent customer service.

Excellent communication and administrative skills, with a confident telephone manner and strong organisational skills.

Strong IT Skills to include MS Word, Excel, Outlook and Power Point.

Good written communication skills and numerical ability.

Ability to work under pressure and to deadlines.

Minimum - O level or GCSE - English and Maths

You must have the desire to provide the outstanding customer service that this company prides itself on.

You will need good problem solving skills to deal with the wide variety of issues on properties that arise.

Importantly you should be positive and highly motivated to work as a key member of this busy team

This is a permanent position

.

All applicants will be considered on merit.

Job Types: Full-time, Part-time, Permanent

Pay: 28,000.00-32,000.00 per year

Experience:

Microsoft Outlook: 1 year (required) Administrative experience: 3 years (required) Section 20 Landlord and Tenant Act Works process: 1 year (required)
Work Location: In person