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Estate Administrator - Permanent - Hayes, UB3

Hours: 40 per week, 08.30am - 17.30pm Monday to Friday

Salary: £27,000 per annum

Duties & Responsibilities

* To support the on-site management team with all administrational aspects of the development.

* Reporting into the Senior Property Manager (SPM) and working with him/her to ensure the smooth running of the estate and the delivery of excellent customer service to residents and commercial tenants.

Administration

* Responsible for recording relevant accurate information on the in-house database.

* Ensure that all move-in, move-out and other resident data is maintained in an efficient and timely manner and that adequate records are kept of all residents, apartments and registered vehicles. Treat all the information as confidential.

* Create welcome letters and packs for all new residents, advise the residents of the facilities available and any operational guidelines of the building. Ensure the information provided by the residents is accurately recorded on the database. Follow up with residents to ensure the necessary information is received.

* Be the first point of contact for the on-site management team in relation to all telephone enquiries, emails and letters. Where appropriate deal with the correspondence pro-actively and reply on behalf of the management team. If necessary, pass the query to the relevant department or function, following up to ensure the query is dealt with in a timely manner.

* General administrational duties such as maintaining efficient electronic and paper filing systems, diary management, drafting minutes & typing agendas, stock control and ordering stationery, post (incoming/outgoing), photocopying, faxing and any other ad-hoc admin tasks.

* Assist the SPM with the production of the monthly site level reporting/Quarterly client reports.

* Check and respond to b.life tickets daily, where applicable, assign tickets to relevant team or department.

* Keep training record updated; schedule staff training in a timely manner and arrange agency cover where applicable.

Health and Safety

* Understand and adhere to the estates Emergency Action Plan in the event of an emergency situation.

* Report and record any accidents in the accident book, including submitting A&I reports in the absence of SPM.

* Assist SPM and BAML H&S inspectors to arrange access for annual FED inspections.

Customer Relations

* Assist the SPM with response to residents and or RA complaints, as well as follow up actions in the timely manner and keep the SPM informed of the progress.

* Send out any circular letters to residents (b.life) on behalf of the Estates Management Team.

* Attend monthly RA meetings and take minutes as required.

Financial

* Raise purchase orders, code orders and enter delivery note information obtaining the necessary approval from management. Ensure the correct process is adhered to at all times.

* Assist the SPM with analysis of financial reporting eg BvA.

* Assist the SPM with Payroll on a monthly basis, ensuring all data relating to payroll is received from the staff and logged for the month as required.

Skills & Experience

* Excellent computer skills, proficient in Outlook, Word, Excel and PowerPoint.

* Good strong communication skills (inc telephone manner) with the ability to deliver clear and concise information both verbally and written.

* Good organisational skills, be able to prioritise.

* Ability to multitask and work under pressure.

* Minimum of one-year administrational experience in a property management industry, ideally in a service oriented environment.

* Experience of dealing with customer complaints and enquires.

We operate as an equal opportunities employer