Property Administrator

Job Description

Current Team InformationA fast paced, friendly and proactive team consisting of 22 staff in Rural Estate Management, Farming, Forestry, Building Surveying and Valuation departments, working for private clients, public sector organisations and institutional clients. The Rural teamworks closely with a Commercial team in the same office which includes 12 staff and incorporates Planning, Land & Development, Industrial and Valuation departments.Key ResponsibilitiesA varied, wide range of responsibilities including the following. Experience would be beneficial however full training will be given in all aspects of the role.Property and Estate ManagementWith varying levels of involvement and responsibility client by client:Responsible for maintaining and enhancing the property database, keeping records up to date including processing tenancy changes, adding new tenant details, uploading compliance certificates etc.Liaising with book keepers and estate managers to ensure invoices received from suppliers are correctly coded and paid promptly, including an awareness of estate budget and cash flowsDownloading tenant arrears reports and chasing aged debts as instructed by Estate ManagersDownloading lease expiry and rent review reports and assisting Estate Managers with auctioningBooking in-going and end of tenancy Schedule of Condition reportsManaging property compliances such as boiler services and electrical checks and instructing contractorsActing as first point of contact to tenants, instructing contractors for routine and reactive repairs, requesting quotes, liaising with tenants, and follow up to ensure efficient progression of works by contractorsLiaising with contractors to ensure annual approval documentation is up to dateArranging annual property inspections by Estate ManagersManaging tenancy depositsFirst point of contact for the payroll team, property compliance and client accounting teamsLiaising with utility companies and local councils in respect of vacant and in-hand propertiesTenancies and LicencesPrompting Estate Managers to undertake rent reviews and lease renewals, follow up administrative workRenewing annual licences, preparing notices and memorandums for tenants as requiredActioning fair rent reviewsResidential letting progressionliaising with tenant find agents and prospective tenants, managing credit referencing, completing Right to Rent checks, drafting tenancy agreements and correspondence, booking and uploading Inventories and distribute tonew tenants, collating statutory documents, managing tenant deposits within TDS timeframes BillingUpdate Estate Managers fee forecasts for client work monthlyManaging unbilled time and disbursementsOpening and closing client instructions on the billing system and managing job end datesRaising client invoices and maintaining a record of all invoices raised in spreadsheet formMaintaining a record of fee referrals to other areas of the Savills businessProviding Estate Managers with profitability reports throughout the year from the billing systemDownload weekly client debtors report and monitor debtorsBusiness DevelopmentAssist with event organising eg. seminars, webinars, client entertaining, and manage mailing listsGeneralTyping up reports, preparing agendas, minutes of meetings, terms of engagement, drafting letters, basic agreements, form filling etc.Actioning and responding to incoming emails to central mailboxArranging meetingsAnswering all incoming phones and being first port of call for all third partiesOpening, processing and distributing incoming post and assisting with outgoing postSetting up and maintaining electronic filing systemsCompleting expense claims for Estate ManagersIssuing documents for electronic signatureAll administrative tasks to assist with the smooth running of the Estate Management teamAssist other departments as necessary eg. Building Surveying and Food & Farming teamsSkills, Knowledge and ExperienceTechnical skills:Excellent IT skills, particularly in Excel and databases and with the ability to pick up new software quickly (full training will be provided). High efficiency, organisational and time management skills with excellent attention to detail and accuracy.Communications skills:Professional manner, articulate with strong verbal and written communication skills, ability to work effectively with individuals at all levels.Personal skills:Flexible can do positive attitude, self-motivated and able to use own initiative, ability to work under pressure and to deadlines, team player, results orientated, people focused and persuasive, able to multi-task effectively and with good forward planningskills.Knowledge & Experience:Both an understanding of the rural environment and property management experience would be advantageous but are not essential. Full training will be provided.#LI-MS1