Property Administrator/Receptionist

About The Role
Key Responsibilities:

• To provide a high level of administration support to the Head of Lillie Square Estate Management & Lillie Square Estate Manager
• To be a part of the Lillie Square Estates Team maintaining the policies, company rules and quality management.

Conditions of Work:

This position will involve a flexible rota based on a 40 hour working week operating a Monday to Friday working week.

Working Hours:

Working times will be agreed with the Head of Estate Management which may vary on occasions subject to business requirements, and can involve some occasional anti-social working hours. The core office hours are 08.30am to 17.30pm with an hour off for lunch, Monday to Friday.

Main Duties:

• Prioritize work to ensure that deadlines and targets are met within the appropriate time scales.
• Update, amend, maintain & manage the main database of resident's information for the estate
• Regularly updating the Resi-Sense portal under the direction of the Estate Manager.
• Processing the subletting form and resident details form as and when required
• Manage the estate purchase ordering system within Horizon
• Send out Welcome packs to all new tenants & lessees, with follow up.
• Produce car parking allocations (temporary and permanent), administer all related correspondence relating to this.
• Control car rental and motorbike rental details on behalf of the estate and owners directly.
• Update the car park spreadsheets for the most current vehicles and the security team's patrol allocations.
• Provide options for parking agreement from Estate or looking for leaseholders willing for rental.
• Register new tenants' vehicles to Parking eye and remove the old or previous vehicles. Updating the spreadsheet and the website.
• Register new vehicles for the Charging pod in Phase 2 by following the procedures when necessary.
• Update and maintain utilities database and liaise with suppliers.
• Liaison with the Clubhouse operators (Leisure and Concierge Lifestyle) regarding communication and operational aspects in consultation with the Estate Manager.
• Deal with telephone enquiries together with any associated follow up.
• Deal with email correspondence and replies as necessary, keeping team updated with current issues.
• Meeting and greeting clients, residents & contractors as required.
• Provide receptionist duties within the estate management office.
• Deal with all written correspondence on behalf of the team as required.
• Plan and organize the Head of Estate Managers diary to make efficient use of their time.
• Inform attendees of forthcoming meetings and prepare agendas as necessary.
• To attend and minute meetings as directed by the Head of Estates and circulate minutes thereafter once agreed.
• Attend occasional evening residents meetings as directed by Head of Estate Management and take minutes and circulate thereafter.
• Maintain filing systems both electronic & paper associated with the property management team.Ensure that Lillie Square office runs efficiently at all times.
• Liaising with Head of Estate Management, Estate Manager, Estate Agents, Lessees, Tenants, Surveyors, and Capco Head Office personnel as required.
• Maintain approved contractors' list and provide liaison between Health & Safety consultants, and Estate Manager; reporting to Head of Estate Management.
• Deal with incoming post on behalf of the office and distribute as appropriate.
• Send out circular letters/email updates to residents and lessees as requested by the Head of Estate Management.
• Assisting with all aspects of property management as directed by the Head of Estate Management or Estate Manager.
• Any other office related tasks to include but not limited to photocopying, post, registered mail.
• To adhere to the Landlord & Tenant Act and work within the approved budgetary constraints as directed by Head of Estate Management.
• To assist in conducting market research into competitor operations as directed by Head of Estate Management.
• To pro-actively solve problems and recommend changes to make improvements.
• Produce reports for the team as directed by Head of Estate Management
• Maintain and order stationary, cleaning products and miscellaneous supplies as necessary in liaison with Head of Estate Management.
• Coding Invoices for estate and non-estate business entities within Agresso.
• Keep a log of all u-passes issued and manage the reordering when running low.
• Update the red box folders in each building, together with the tracker.
• Update the Matrix training spreadsheet with the team certificates and training courses.
• Register new leaseholders and tenants within Switch2 company.
• Keep the GHG inventory updated monthly.
• Cover Internal Maintenance when necessary.
• Contact utility providers for updates, amendments and information when necessary
• Update the Complaint/incident tracker.
• Work on the monthly expenses bank website and keep the tracker for the yearly budget up to date.
• Organizing the Pet Licence
  
  

About The Company
OCS UK & Ireland, part of the OCS Group, is a leading facilities management company providing a range of both standalone and integrated services including cleaning, catering, security, technical services, energy management and compliance, front of house, landscaping, logistics, waste management and pest control services. The company has a turnover of £1.5bn and operates across the UK and Ireland with 50,000 colleagues delivering innovative award-winning services to the private and public sectors and supporting the local communities in which it operates.