Assistant Estate Manager (Hiring Immediately)

Company Description

Job Description

2019 Recruitment Company of The Year

We're looking to recruit an Estate Assistant to work on prestigious residential developments in South West London.

In this role you'll provide exceptional customer service to a wide variety of residents, leaseholders, clients, contractors and colleagues.

This is a varied and fast-paced position where you'll take ownership of queries and see them through to completion with the full support of your colleagues.

DUTIES:

• Client/Customer Liaison - to deliver excellent customer services forming relationships with internal and external Clients alike, and to deal with all queries and correspondence in a professional and timely manner.
• Estate Liaison - provide support and assistance to the Estate Manager and general staff in an agreed time frame.
• Customer Service - Continuously pursuing “Excellence in Customer Service”, looking for ways and ideas to improve the Company’s service, and accepting progressive change as a part of the office routine.
• Estate Office Enquiries/Communication – telephone and email enquiries in relation to the development. To act as first point of contact for leaseholders’, letting agents, contractors and developer telephone and email enquiries and ensure all administration in relation to such enquiries are resolved and/or expediate to Estate Manager, maintenance or cleaning team. Record and update all interactions via in-house systems if required. Fully and promptly communicate any relevant updates with residents via Estate and Qube system - residents portal.
• Administration/Data Input
• Accurate record keeping, filing and updating of important information on Company's systems.
• To ensure to utilise the Property Management system - QUBE correctly and ensuring all tasks are completed in timely manner.
• To maintain on a timely basis an accurate database for the property details of properties managed.
• Key Waivers - ensure accurate records and safe storage of residents and estate keys.
• Sundry and ad hoc orders - in charge of petty cash and petty cash returns for top up, safety of the card and accurate record keeping including receipts.
• Budget - raising of Purchase Orders, forwarding them onto contractors and filing.
• Repairs and Maintenance - to act as the first point of contact for all repairs informing the Estate Manager and adopting agreed procedures. Making sure contractors follow H&S, provide, sign and adhere to their RAMS. Liaise with contractors to schedule repairs and maintenance visits, ensure that works are completed within the given timeframe. Ensuring that all contractors working on site are signed in, issued with permits to work, signing in and out of keys and access fobs.
• Health & Safety - follow all company's H&S procedures. Make sure CoSHH is adhered to by all staff, that all documents are updated as necessary and required. To accurately populate incidents as reported by customers and employees where ‘Accidents’ have occurred, ensuring that full details are logged on the system and as per procedure.
• Insurance - log and track all ongoing claims, oversee insurance claim completions, keep the Estate Manager informed at all times and provide recommendations on any learns to reduce claims in the future. Make sure all insurance certificates have been saved by insurance department.
• Staff - deal with the staff's queries. Organise cover as per company's procedure.
• Data Integrity Updating - update QUBE and other key information systems with new and amended information as and when received relating to customer records; purchase ledger, workflow tasks, insurance etc.
• Meter Readings - provide meter readings to residents as per procedure. Undertake Landlords readings and blocks readings and log them on Qube system.
• Other Commensurate Duties - carry out such other tasks as may from time to time be reasonably required.

PERSON SPECIFICATION:

• Previous administration experience is essential
• Property sector experience is required
• Excellent communication skills and a professional telephone manner
• A willingness to learn
• Able to demonstrate the ability to problem solve and to work through difficult scenarios whilst also knowing when to seek help
• A high level of accuracy and attention to detail when inputting data onto the system
• IT literate in Microsoft Office. Experience in QUBE is ideal but not essential and training will be given on the Property Management system.
• Good organisation skills and able to prioritise workload
• Ability to work under pressure to tight deadlines in a fast-paced environment
• Ability to work well in a team

WHY USE BLOCK RECRUIT?

Our current stats:

96%of respondents rated our service as excellent.

92%of respondents rated the level of briefing given about the company & opportunity as excellent.

92%of respondents rated us as excellent against other agencies they have used in the past.

91%of respondents rated our speed of response as excellent.

94%of respondents rated our service levels during the recruitment process as excellent.

100%of respondents said they would recommend Block Recruit to friends or colleagues in the future.

Award winner of News of the Blocks “2019 Recruitment Company of The Year” for having strong Values and Ethics which shape the way we work.

Qualifications

Additional Information