Property Administrator - Paternoster Square Estate and...

Purpose of the Role

The purpose of this role is to support the Operations Director, Estate Manager, Property Manager and the Engineering Manager in the day to day administration as well as the coordination of the day to day building and estate operations at Paternoster Square and Warwick Court. Throughout the role the Property Administrator will be coached by the Estate Manager and will report directly to the Estate Manager.

Key Responsibilities

Main Duties

• Take comprehensive meeting minutes for meetings with occupiers, internal teams, service partners and other relevant stakeholders, ensuring actions are accurately recorded and followed up.

• Answer own and team calls promptly and professionally when required, taking accurate messages and attendance notes and ensuring enquiries are directed to the appropriate person.

• Act as a first point of contact for general enquiries from contractors, suppliers and occupiers, responding appropriately and resolving issues and requests where possible, escalating matters when required.

• Liaise with service partners, occupiers and stakeholders on day-to-day operational matters, providing a professional and responsive service.

• Assist with meeting room requests, diary management and calendar bookings for the Property Management Team.

• Coordinate and manage IT and telephone issues, faults and repairs relating to equipment used by the Property and Engineering Management Teams, reporting issues to the relevant provider and following up to ensure resolution.

• Maintain accurate records and documentation relating to IT and telephone contracts and services.

• Maintain and update property management systems, records and databases under the direction of the Estate & Property Manager, ensuring information remains accurate and current.

• Coordinate relationships and communications with internal and external stakeholders, including occupiers, clients, service partners, suppliers and contractors.

• Coordinate communications with statutory authorities, local organisations, associations and other relevant bodies where required and beneficial to the services provided by Savills.

• Coordinate inductions for new internal staff, external contractors and visitors, liaising with the relevant departments to ensure all necessary requirements are completed.

• Coordinate activities with the landlord’s appointed suppliers and ensure appropriate communication and reporting to the client.

• Coordinate and oversee third-party activities associated with minor events and placemaking initiatives, including events held within the estate and main reception areas. Ensure appropriate RAMS, permits and other health and safety requirements are in place, in conjunction with the Estate & Property Manager.

• Prepare general correspondence, meeting minutes and reports, review documentation and maintain accurate electronic filing systems.

• Assist with the preparation and updating of procedures, occupier guides, operational documents and other estate information as directed by the Estate Manager.

• Regularly monitor DataStation compliance tasks, actions and items approaching expiry, bringing outstanding matters to the attention of the Property and Engineering Management Teams for action.

• Maintain accurate contract and supplier documentation, ensuring records are complete and up to date.

• Manage the property management system, ensuring tasks are accurately recorded, progressed and completed within agreed SLA periods. Obtain quotations from contractors and suppliers as directed by the Estate & Property Manager.

• Ensure statutory compliance records are maintained and up to date, including, but not limited to, Health & Safety, insurance, COSHH and other relevant compliance requirements.

• Assist the Estate & Property Manager with actions arising from Health & Safety inspections, Fire Risk Assessments, Water System Audits and other compliance reviews.

• Assist with the delivery, maintenance and renewal of relevant property accreditations and standards, for example BREEAM In-Use, Clean City Awards, Considerate initiatives and other applicable accreditations.

ESG, Sustainability and Social Value

• Assist with the creation and ongoing management of the annual ESG and Social Events Calendar, including coordination of activities, stakeholders and the associated budget alongside the reception team.

• Support the Estate & Property Manager in delivering ESG, sustainability, social value and community initiatives across the estate.

• Host and coordinate Social Value meetings with occupiers alongside the Property Manager, recording actions and supporting the delivery of agreed initiatives.

• Ensure monthly waste reports are received, reviewed and issued to occupiers, following up on any queries or areas requiring further action.

• Assist with environmental audits and compliance activities, including ISO 14001, PIRP and other relevant environmental and sustainability requirements.

• Support the collection, collation and maintenance of ESG, environmental and social value data and information for reporting purposes.

• Assist with the delivery of occupier engagement initiatives relating to sustainability, waste, environmental performance, wellbeing, community engagement and social value.

• Support the Estate & Property Manager with maintaining and improving relevant ESG objectives, initiatives, accreditations and performance measures across the estate.

Finance and Procurement

• Raise purchase orders for contractors and suppliers in accordance with agreed procedures and maintain accurate finance and budget tracker records.

• Assist the Estate & Property Manager with the preparation and submission of budgets, quarterly reports, forecasts and actual expenditure to Senior Management as required.

• Monitor expenditure against agreed budgets and highlight any discrepancies, anticipated overspends or financial matters requiring attention.

Occupier and Service Partner Management

• Review occupier reports and correspondence, identifying any concerns, inaccuracies or amendments before information is issued.

• Organise and coordinate occupier access for ad-hoc requirements, including inspections, surveys, and other planned works.

• Coordinate and schedule service partner works, ensuring appropriate communication with occupiers and stakeholders and reviewing completed works to ensure actions have been satisfactorily addressed.

• Assist with property checks, inspections and estate walks under the direction of the Estate & Property Manager.

• Support the Estate & Property Manager in the delivery of projects, ensuring they are progressed on time, within budget and in accordance with agreed requirements.

• Familiarise themselves with base build information, occupier handbooks, building procedures, emergency arrangements and other relevant estate documentation, supporting the ongoing review and improvement of these documents.

• Attend relevant Savills training courses and implement procedures and good practice learned through training.

General Administration Duties

• Monitor the Property Management Team’s diaries and arrange appointments and meetings as required.

• Order and maintain office supplies, stationery and consumables, ensuring appropriate stock levels are maintained.

• Coordinate meetings with relevant parties and arrange refreshments and associated requirements for client and occupier meetings where necessary.

• Maintain and update the main estate directory under the direction of the Property Manager.

• Maintain accurate electronic records and filing systems, ensuring documentation can be easily accessed and is retained in accordance with Savills and client requirements.

Building Relationships With

The role requires the development and maintenance of effective professional relationships with:

1. Savills

2. Colleagues within Savills

3. Occupiers

4. Clients and client representatives

5. Members of the public

6. Client Advisors and Agents

7. Suppliers and Contractors

8. Service Partners

9. Local Authorities and Statutory Bodies

10. Local organisations, community groups and other relevant stakeholders

The above is not an exhaustive list of duties and responsibilities. The post holder will be expected to undertake other reasonable tasks and responsibilities as required by the Estate & Property Manager, in line with the changing needs of the estate, the wider Savills business and the overall objectives of the organisation.

Skills, Knowledge and Experience

· Proficient in Microsoft Office, including Outlook, Word, Excel and Teams

· Good written and verbal communication skills

· Professional telephone manner

· Minute taking

· Customer service experience

· Ability to manage multiple tasks and priorities

· Ability to work as part of a team

· Ability to build positive working relationships

· Proactive and willing to learn

· Ability to follow procedures and meet deadlines

· Basic understanding of confidentiality and data management

· Interest in property management, ESG, sustainability and social value

· Willingness to undertake relevant training and develop knowledge within the property sector

· Previous property or facilities management experience desirable but not essential.

Working Hours - 09:00 – 17:30 hrs

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