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Property and Legal Administrator 6 Month FTC

Instant Group
Job LocationNewcastle Upon Tyne
EducationNot Mentioned
SalarySalary negotiable
IndustryNot Mentioned
Functional AreaNot Mentioned
Job TypePermanent, full-time

Job Description

Property and Legal Administrator - 6 Month FTCRole PurposeReporting to the Lease and Data Manager, this role will be responsible for abstracting and entering lease and contract data into Instant’s application to enable accurate, insightful reporting. Working with Client Accounts, Legal, Solutions Delivery and Enterprise teams to ensure the data in the application is correctly presented through both our internal and client portal. This will require a commercial property background as you will be expected to have clear knowledge of the industry sector, client needs and a sound understanding of commercial leases to read and interpret accurately, as the accuracy of this information is paramount to Instant. This role requires a meticulous and methodical candidate with a sound analytical background.The role will involve developing processes and reports to ensure the data is entered in an accurate and timely manner and presented well, it will also provide data admin support.Key Responsibilities

  • Working with Legal, Finance and Client Accounts to ensure all lease and lease-related matters are documented and managed effectively (including recorded commercially) including rates rebates, dilapidations, extensions, new agreements, breaks, termination, service charge audits.
  • Advising, reporting and escalating potential upcoming estate management events, reporting breaks and expiries, rent reviews.
  • Manage break and expiry dates through to completion - ensuring timely actions undertaken by various teams across the business.
  • Escalate concerns to the appropriate member(s) of the management team.
  • Responsible for data administration of the system, ensuring all lease (and associated) records are created and cleansed in the right manner.
  • Liaise effectively with clients and internal departments to ensure all data is accurate, escalating where necessary.
  • Liaise with Commercial and Finance throughout the term of each property to ensure accurate information in both iWMS and Great Plains for rent, rates and service charges and relevant paperwork has been uploaded.
  • Prepare and distribute critical reports.
  • Responsible for data administration of the system, ensuring all records (client, property, supplier and lease data) are created and cleansed in the right manner.
  • Developing and implementing new administrative process, to increase efficiency.
    • Background and experience
  • Commercial property lease knowledge to abstract leases accurately.
  • Lease and data administration of a complex core business system and support
  • Some experience of the property, FM or business processes.
    • Key skills and competencies
  • Comprehend, analyse, and interpret complex business documents and lease documents.
  • Basic knowledge of commercial or industrial real estate industry and concepts.
  • Ideally have experience with contract or lease management tools, applications, or systems.
  • Demonstrated experience in problem solving and conflict resolution.
  • Proficient computer skills and good working knowledge of relevant software such as MS Office Suite.
  • Strong Excel skills.
  • Impeccable attention to detail and accuracy.
  • Strong communicator
  • Calm but positive and responsive under pressure.
  • Self-motivated to achieve targets, including ability to work on their own.
  • Has and can apply initiative.
  • Highly detailed and organised.
  • Enthusiastic outlook - a desire to bring appropriate innovation to the table.
    • Measures of success and key stakeholdersKPIs
  • Accurate reporting and data
  • Positive feedback from internal & external customers
  • Successful and timely delivery of customer onboarding for new clients
  • Effective management of outstanding incidents and work requests
    • Key stakeholders
  • Liaison with all levels within the business including COO, CIO, MDs
  • Lease and Data Manager
  • Liaison with existing and new clients
  • Internal Instant user base and external supplier base
    • Required skills
  • Administrative
  • Legal Administration

    • Keyskills :
    Administrative Legal Administration

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