property management assistant in aldershot

posted
03 August 2018
contact
robert davies, randstad cpe
job type
permanent
salary
Dependent on Experience
apply now

posted
location
aldershot, south east
specialism
construction & property
sub specialism
fm & maintenance
job type
permanent
working hours
Full-Time
salary
Dependent on Experience
reference number
RODA - 004 - PMA - A
contact
robert davies, randstad cpe
phone
01489 560180
apply now

job description

PERSONAL REQUIREMENTS

This individual would ideally:



* Posses well developed interpersonal and oral communications skills
* Be customer focused
* Have the ability to multi-task
* Have very strong organisation skills
* Be able to work on own initiative
* Have good numerical skills
* Possess diplomacy
* Have the ability to prioritise workload and work under pressure

In addition the main duties and responsibilities are as below:

1.1 To work as part of a team supporting Branch Managers and Property Managers dealing with:



* Demands
* Invoice processing
* Arrears processing
* Letters and reports
* Year end accounts issue and control
* Issue budgets and control (on time)
* Ensure data is up to date
* Ensure mail is dealt within the team (paper & electronic)
* Ensure telephones are answered and clear messages are taken
* Ensure where possible that all enquiries are dealt with rather than referring the enquiry elsewhere
* Assist administrative tasks to ensure a high level delivery of service

* Support your team with all aspects of the service.
* To be aware of all managers daily tasks/whereabouts and when absent for more than one day ensure emails and mail is read and appropriate action is taken with them.
* Respond to correspondence/emails including those from Directors, lessees and tenants - as requested by your team. Where a Property Manager is absent and unsure what action should be taken respond advising that the matter will receive attention upon the Property Manager's return.
* Contact contractors to ascertain whether they are able to carry out works and issue work order forms from PMS - checking with Directors in the first instance if authorisation is required.
* Monitor contractors' performance.
* Follow through and complete jobs, updating database.
* Issue keys to contractors and monitor safe return - recording this information in the key book.
* Ensure that key cabinets are kept secure and closed at the end of each day.
* Ensure that inspections of estates are regularly undertaken by the HML Andertons Inspector and any points raised are actioned.
* Arrange meetings and inspections for the Property Managers and undertake inspection/attend meetings as directed.
* Issue Draft Minutes to Directors.
* Action Minutes.
* Update the Approved Contractors List liaising with our Major Works Department and giving feedback of their efforts.
* Ensure that all necessary contracts and annual inspections are in place.
* On manager's instructions - forward copies of Inspection Reports to Directors and to action salient points.
* Advise all lessees and/or tenants of impending works, etc.
* On manager's instructions - write to lessees/tenants/letting agents in relation to any matters which may contravene the terms of the lease, i.e. noise/nuisance, satellite dishes, untaxed vehicles, pets, etc.
* On manager's instructions - ensure that insurance claims are affected as soon as possible and in the case of major insurance claims to liaise with Loss Adjusters and obtain quotes for remedial works and to effect and oversee any emergency repairs.
* On manager's instructions - ensure that all contracts and schedule of works for all estates are entered on the computerised system and updated.
* On manager's instructions - contact DVLA regarding abandoned cars following procedures.



1 GENERAL



* Answer telephone calls and take the appropriate action.
* Check, code and input invoices.
* Assisting with works orders.
* Produce weekly/monthly/annual reports.
* General filing.
* Processing paperwork on OnBase and tag as appropriate.
* Any other duties as directed.

If you are interested in this role please call Robert Davies on 01489 560 180

Randstad CPE values diversity and promotes equality. No terminology in this advert is intended to discriminate against any of the protected characteristics that fall under the Equality Act 2010. We encourage and welcome applications from all sections of society and are more than happy to discuss reasonable adjustments and/or additional arrangements as required to support your application.

Candidates must be eligible to live and work in the UK.

For the purposes of the Conduct Regulations 2003, when advertising permanent vacancies we are acting as an Employment Agency, and when advertising temporary/contract vacancies we are acting as an Employment Business.

skills

assiting contracts manager