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The Property Manager Support Services Administrator plays a pivotal role in ensuring the efficient and smooth operation of the following services: Contractor Accreditation Scheme, Out of Hours, Evac Letters, Signage, EV Charging, Broadband/Utilities services. This role is based within the administration side of Property Management and our client base ranges from property managers, partners, business managers, leaseholders, tenants, directors, contractors, and external stakeholders. This is a new department that is evolving and therefore the role may focus on one or more of the above services and new tasks may become apparent throughout the year. The candidate will also be assisting to hit monthly targets and it is imperative that they sell the services offered by B-hive Property Solutions to both clients and colleagues.
Job Responsibility:
Oversee portfolio in relation to set targets/smart objectives, ensuring income and operational targets are monitored and achieved
Undertake bulk mail merge printing either via the outsourced mailing service or by printing and collating accompanying documents in a timely manner
Compilation of and proof reading and quality assurance of notices and letters
Create and issue invoices and credit notes and assist with credit control
Subscription management for the out of hours service
Assist with the Contractor Accreditation Scheme annual renewal invitation distribution, taking ownership of enquiries and fee requests
Use Outlook, Word, Excel, Teams, and bespoke systems as required
Order processing and tracking to ensure the safe and timely delivery of property signage
Point of contact and coordinator for product queries regarding EV Charging and Broadband/Utilities services
Update various spreadsheets/database/diary systems following portfolio/property manager changes, lost blocks, new clients, completion of assessments and works etc
Liaise with Leaseholders, Clients, Property Managers, Contractors, Surveyors in connection with, but not restricted to major works projects, contractor management, performance issues, signage, fee proposals, instructions and works status
Communicate with internal and external stakeholders and clients to answer queries and resolve issues
Support the Property Management Support Services Teams when necessary and any other ad hoc office admin tasks as directed by line manager
Requirements:
Excellent interpersonal, teamwork skills and customer focus
The initiative, enthusiasm, and self-confidence to interface directly with clients
Understanding of residential block property management
Well-developed interpersonal and oral communications skills, professional telephone manner and ability to manage challenging callers
High standard of numerical and written English grammar
Good IT skills particularly in Excel
Ability to work on own initiative, prioritise workload and work under pressure
Work to pre-determined task deadlines
Follow written procedures
Candidates must be eligible to live and work in the UK