Assistant Property Manager

Job Description

Role OverviewThe 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 OverviewSavills 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 ahealthy work life balance.Key Responsibilities of the RoleReporting 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 mannerAccounts Supporting a Property Manager or Director in overseeing the accounts for properties being managed Regularly review and approve rent up schedules in a timely manner including making any changes to respective accounting systems to correct errors Prepare workflow instructions for new clients, properties, leases & ongoing amendments to tenancies. To ensure that the respective accounts systems are up to date, hold the correct tenant information, all relevant invoices / credits have been raised Assist central credit control teams to chase all debts owed to clients on their managed portfolios and ensure that all money received is allocated properly Regularly check the department suspense account to establish whether there is any money received that can be allocated to the managed sites Working with the Client Accounts team to assist in the preparation of monthly, quarterly and year end accounts Manage the recharging of utilities and other property related charges (outside of service charge and insurance) to appropriate occupiers including providing back up information where needed Issue the insurance premium recharges to all occupiers including checking leases, tenancies schedules, apportionment, cover, premiums and certificates Liaise with the property accounts team over any property queries where necessary Utilise in depth experience of all of the accounts functions, including company accounts, to get an oversight in this department. Arrears chasing or instructing credit control. Liaising with solicitors on any legal action Liaise with the property accounts team over any property queries where necessary Completion of service charge reconciliations, working autonomously on service charge reconciliations where spend falls below £300k pa. Assist with collection of rents and other receivables Compile Excel spreadsheets including new property budgets, void costs, insurance, etc. Producing arrears analysis as required by individual surveyors Run relevant reports from Dashboard and monitor service charge expenditure highlighting funding issues to relevant surveyor Produce mid-year variance reports for surveyors as required Produce annual Head Rent Reconciliations as required Electricity reconciliationsGeneral Assist in th