Property Management Administrator - The Crown Estate

Purpose of the Role

The purpose of the role is to provide surveying support to the property management team working on The Crown Estate (TCE) across all offices and to support the management surveyors in the delivery of a high quality service for the benefit of clients and tenants.

Key Responsibilities

· Diary Management and meeting cadence across all teams.

· Coordinate the completion and formatting of various client reports inc. Quarterly Liaison Meeting, Quarterly asset reports, Quarterly update of Asset brief documents.

· Update EPC schedule and Horizon, cross check with tenancy schedules

· Collate slides for Quarterly Liaison Meeting presentation.

· Circulate reports from horizon inc. not limited to. Tenancy Schedule, Elog books.

· Attending meetings with the client minute taking and following up actions. Inc. Steering Group, Property Management Bi weekly and updating action log.

· Attend meetings with external provider and client (MEES)

· Preparing Service Charge Reconciliations Reports

· Updating reconciliation process tracker

· Updating reconciliation portfolio look.

· Service Charge Budgets Reports

· Updating Service Charge portfolio tracker

· Analysing changes in spend and preparing graphs for budget sign off.

· Service Charge Budget Portfolio look

· Preparing Budget and Reconciliation pack for customers using TCE work book template

· Radio Licence Process for Managed Schemes

· Monitor and coordinate client specific inbox and completion process.

· Coordinate and save to Share point service charge disputes / query tracker

· Assist with set up & handover of properties

· Raising PO and liaising with approvers.

· Billing of Fees.

· Travel bookings

· Updating team and allocation sheet with responsibilities

· KPI Returns coordinate and ensure deadline for return is met.

· Coordinate the completion of various trackers inc. customer alterations

· Arrange property inspections

· Assist in the general management of properties under the direction of the Property Manager(s)

· Assist with collection of rents and other receivables

· Compile Excel spreadsheets including new property budgets, void costs, insurance, etc

· Prepare change notes for new clients, properties, leases & ongoing amendments to tenancies. This entails extracting information from Leases or other legal documents & populating database amendment forms

· Deal with enquiries from tenants, clients, solicitors, local authorities, etc.

· Maintain manual and electronic files for each property in accordance with procedures

· Liaise with the property accounts team over any property queries where necessary

· Coding and certifying of invoices in line with property budget

· Assist with accounts payable queries

· Be familiar with the Compass internal reporting system and Client Portal and update from time to time

· As a member of the Savills team, liaise with all management, technical and administration staff.

· Attend internal training courses and identify individual training needs

· Daily management of Dynamics including raising invoices and jobs

· Answering phones and dealing with enquiries or taking messages

· Audio and copy typing including updating or producing schedules, presentations, pitches etc.

· Producing arrears analysis as required by individual surveyors

· Run relevant reports from Compass

· Run mid-year variance reports for surveyors as required

· Undertake specific projects as requested by Head of Department

· Monitor work referrals and assist Head of Department in maintaining log and ensuring transfers are received

· Assist with management of FRI and Void properties as required

Skills, Knowledge and Experience

Technical experience:

• Must be computer literate in Word, Outlook, PowerPoint and have extensive skills in Microsoft Power Point

Skills and Knowledge

· Previous property experience in an administrative or accounts capacity useful

· Good organisational and co-ordination skills

· Good verbal and written communication skills with a positive attitude and attention to detail

· Excellent time management

· Ability to multitask and to work accurately and effectively under pressure

· Must understand the principles and practice of client care

· Ability to work in a team and understand team dynamics

Working Hours - Monday – Friday 9am – 5:30pm . This role is based at 33 Margaret Street, London.

Salary - £35-£38,000

Please see our Benefits Booklet for more information.