Role Purpose
We are looking for a Property Administrator to undertake the core parts of the Property Management Agreement detailed in the key responsibilities below. You will also provide support to wider team and work with the other Administrators o ensure service delivery and reporting to the Associate Director.
Key Responsibilities
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Work with Line manager to ensure all clients KPIs are delivered and met as per the Property Management Agreement.
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Work with databases to write out in advance for rent reviews, lease renewals & valuations. Mange responses and issue instructions.
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Maintaining & update property records & adhering to procedures.
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Liaise with utility providers when properties become vacant and provide meter readings and ensuring all invoices are billed correctly to the client.
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The job will require the ability to read and reconcile tenant’s accounts. It is important to have basic accounting skills.
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Liaise with local Council to query vacant business rate demands and ensure empty property relief is applied.
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Reviewing and approving invoices for payment by the client.
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Provide day to day support to Surveyors with ongoing property.
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Assisting line manager with managing external suppliers who undertake the property inspections & valuations.
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Insurance management –notifying clients brokers of any changes in occupation at the property. Managing the annual insurance renewal data, including the head landlord spreadsheet.
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To respond in a professional and timely manner to incoming enquiries from client, tenants and third parties by phone and email about all types of property related issues.
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To maintain a commercial focus and be aware of the split between core functions and additional services provided by CBRE to the Client.
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To plan, prioritises and manage workloads effectively to meet internal targets, deadlines and Client KPIs.
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Assist with client reporting.
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Ad hoc duties – including scanning & electronic filing on internal system, opening and distributing the post.
Person Specification/Requirements
Essential
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Candidate preferably educated to A Level or has sufficient experience in property field.
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Excellent communicating skills (verbal & written) and numeracy skills.
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Good attention to detail is vital. Ability to work methodically and in a highly organised manner.
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Task oriented and self-motivated, with ability to prioritise work so deadlines are met in a timely and accurate manner.
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Thrives on working as part of a team and achieving team goals. Pro-active, uses initiative and is a good team player. Prepared to make pro-active suggestions to agree changes to processes with their line manager.
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A “can-do” and flexible attitude.
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A strong background in customer services.
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Ability to read and interpret leases / legal documents with an analytical approach to query resolution.
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To work in a logical and disciplined manner, ensuring accuracy and making appropriate use of the available technology.
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Awareness of Landlord and Tenant legislation would be beneficial in this role, although the ability to read and understand the key parts of a commercial lease is the main skill required
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High Standard of MS Office product knowledge & good secretarial/administration skills.
Desirable
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Experience with Property Management, Financial systems and/or Work-flow systems
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Previous experience in commercial Real Estate would be advantageous but understanding the property industry as a whole is key.
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Experience of book keeping or finance would be beneficial.
About the Team
The SIPP Team provides specialist property management advice and services to Clients who provide self-invested pensions to individuals. The team manages a significant portfolio of commercial property across the UK including offices, industrial and retail property. The property management team currently consists of 10 people based in Leeds.