Assistant Property Manager

Job Description

The Assistant Property Manager will provide property and administrative support to an established Property Management team based in our Cambridge office. Focusing on management of high profile commercial portfolios, working closely with the Head of Department,Property Managers and Regional Facilities Managers to deliver a complete management service to a number of clients.They will have previous experience of working in a busy environment and be able to provide a high level of service to, and establish rapport with the team and other Savills colleagues. A good team player is imperative to this role, as is the ability to buildrelationships with lessees, occupiers and clients.Team Overview Savills culture is one of trust and respect, teamwork and collaboration. Our teams and our clients benefit when we work together, listening to and learning from each other. Above all, we value the motivation of our people. This is evidenced by our wellbeingoffer, our capability to facilitate flexible working and our support to enjoy a healthy work life balance.Key Responsibilities of the Role Reporting Compiling and producing client reporting Prepare commercial management reports on a quarterly and monthly basis including collating key data such as critical lease events and obtaining inputs from 3rd parties Circulate management reports and dealing with any necessary amendments and preparation ready for printing and binding or email distribution. Prepare other team reports as and when needed. These might include one off projects or reports requested by clients Prepare and issue agendas and minutes for team meetings as well information / presentations needed for these meetings Prepare rent collection performance reports for clients with support if needed Prepare tenant activity report with support if needed Prepare client non recoverable expenditure reports and request payment from client with support if neededPropware Code and approve all service charge recoverable invoices via the Icon system (or its replacement) up to a £5k per invoice limit To action workflow instructions to alter MRI accounting system (or any Client specific accounting system) following completion of any legal document at a property. This entails extracting information from legal documents such as leases or deeds or memoranda Regularly review Dashboard (or its successor) for all managed properties and ensure that the system is 100% accurate and up to date Regularly review Q-Compliance and ensure that all outstanding items are being actioned by centre management teams or other parties. Track progress of action and raise if there are delays Regularly review E-Logbooks and ensure that all outstanding items are being actioned by contractors. Track progress of action and raise if there are delays Regularly review teams Workplace groups and ensure that all information is up to date Regularly review Microsoft Dynamics to register and manage client contact details, input instruction details, generate fee invoices and adhere to company compliance procedures Access and utilise the REX portal to ensure that all service charge budget and reconciliation deadlines are met Coding of invoices on online invoice approval system (Proactis) in line with property budget Access 3rd party systems, such as solicitors extranets, and use as needed to manage properties efficiently or as per clients requirements Utilise all new systems that are being developed that assist the department / team in delivering a first class property management serviceAdministration Deal with email, social media and phone enquiries, taking messages where necessary To provide timely and appropriate tenancy reports to Surveyors, clients, solicitors and letting agents as and when requested Support with team / departmental compliance and due diligence tasks General typing of letters, memos, mail merges, emails, reports etc. Create and maintain spreadsheets in Excel that manage turnover top up calculations in a timely manner Chase occupiers to provide their turnover certificates in a timely manner