Estate Assistant Property Manager - White City Place, London

Purpose of the Role

Assist the three Property Managers in the execution and delivery of all operational and administrative support services pertaining to the buildings managed across the White City Place Campus. Provide secretarial and administrative support for the Property and Engineering Management Team.

This is a client and customer facing role taking responsibility for delivering site-based property management services to several buildings. There is a strong administrative focus in this role and good organizational skills are key.

Key Responsibilities

Main Duties

Administration and Process:

1. With assistance from the Property Managers, ensure and update records of compliance with all operational processes and procedures.

2. Support with the population and management of operational management systems.

3. Drive the collection and processing of compliance data relevant to the operation of the scheme.

4. Support the Property Managers with the construction, management and reconciliation of the annual Service Charge budget.

5. Manage the expense tracker and ensure all committed expenditure as raised on compass is captured in the site expense tracker.

6. Assist the Property Managers in procuring quoted costs and other appropriate information to facilitate production and subsequent management of the building service charge budget.

7. Raise Purchase Orders on approved quotes as requested by Property Managers and process invoices for payment.

8. Ensure that all occupier documents are saved in the individual occupier folders on the WCP Sharepoint.

9. Assist Property Managers with Service Excellence Metrics (SEMs) when requested.

Health & Safety and Compliance:

10. Support the Property Managers in ensuring that health & safety, emergency procedures and safe working practices are enforced and conform to current legislation. In the absence of the Property Manager to take control of any emergency situations and execute evacuation plans.

11. Assist with systems set-up on Records For Buildings and Datastation

ilding Inspections:

12. Support the Property Managers in undertaking regular physical inspections of completed work and service contracts and of all areas of the premises in their entirety, raising helpdesk actions when necessary.

13. Support the Property Managers with all aspects of routine correspondence and lead on administrative duties to support the efficient running of the building management office.

14. Assist the Property Managers in ensuring that the production of service specifications, contracts and associated documentation properly represents the service requirements of the premises and are presented and executed in accordance with company guidelines.

15. Assist with the tracking and processing of service invoices and the production of management accounts.

Service Provider and Contractor Support:

16. Support in the management of contractors and service providers and ensure the service they provide is to the highest standards.

17. Monitor the progress of work being carried out on site and update the relevant Property Manager.

18. Participate in monthly Service Partner meetings, providing an additional perspective to summarise performance.

Occupier Relations:

19. Support the Property Managers in advancing good client relations with appropriate occupier representatives; propagate open communication and flow of information on building issues, acting as a secondary point of contact for occupiers dealing with general queries.

20. Assist with structuring monthly occupier meetings and the distribution of minutes.

21. Stand in as a secondary point of contact for occupiers handling queries on parking/ raising and approving permits/ locker allocations and general building information and processes.

General:

22. Take ownership of the Savills and Client’s vision and values ensuring that they are fully integrated into all the building’s services.

23. Co-ordinate all agent viewings of vacant offices on the campus.

24. Other duties as directed

The above is not an exhaustive list of duties, and you will be expected to perform different tasks as necessitated by your changing role within the organization.

Skills, Knowledge and Experience

· Previous working exposure to commercial building management would be beneficial.

· Good understanding of Hard and Soft services within building management.

· Understanding of property budgets,service charges and financial processes – eg. purchase orders, expense tracker, reconciliation, etc.

· Experience managing permits – raising new permits as well as inspection of works completed.

· Health and Safety IOSH.

· Competency with IT Systems (MS Office, Sharepoint, Asana, Vantify, Proactis, Datastation, Records For Buildings) beneficial.

· Contractor Management and experience with quotation requests.

Hours: 9.00am to 5.30pm Monday to Friday

Salary: £40,000 - £45,000 per annum

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