Property Management Assistant

• Answering residents queries referring to property manager where applicable
• Invoice processing
• Meet contractors and residents on site when necessary
• Letters and reports
• Carry out property inspections when required
• 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
• 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 Faraday 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
• 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

• Well developed interpersonal and oral communications skills
• Customer focused
• Ability to multi-task
• Very strong organisation skills
• Ability to work on own initiative
• Good numerical skills
• Diplomacy
• Ability to prioritise workload and work under pressure
• Good knowledge of Microsoft office software
• Candidates must be eligible to live and work in the UK

25 days holidays per annum