Estate Administrator - West London

Our client is currently seeking an estate administrator to join the team at a luxury development in West London.

The shift pattern will be Monday - Friday with working hours 9am - 5pm.

Main Duties:

• To provide a high level of administration support to the Development Manager.
• Maintaining the policies, company rules and to provide consistent quality work.
• Prioritize work to ensure that deadlines and targets are met within the appropriate time scales.
• Coordinate basic works which includes dealing with contractors and estate staff accordingly.
• Good written grammar is a necessity, as the administrator will be required to draft correspondence.
• Dealing with resident enquiries as and when appropriate and escalating accordingly.
• Manage bookings relating to internal flat inspections. To include, fire door surveys, sprinkler checks, etc.
• To update and, when required, facilitate the sale of fobs and remotes.
• To liaise with contactors when they attend site and manage the handling of keys. This will include following up with contractors where they have not returned to the estate office by the end of the office working day.
• Update, amend, maintain & manage the main database of information for the estate. This is to include Welcome packs, Purchase Orders, HSMS folders and DataStation or any software system that may be implemented.
• Manage the estate purchase ordering software system.
• Send out Welcome packs (electronically) to all new tenants & lessees, with follow-up to all non-received details.
• Communicate with the car parking company (temporary and permanent), administer all related correspondence relating to this.
• To take water meter readings upon request of a resident
• Look after fingerprint clock in system and deal with invoices in accordance with recorded attendances.
• Deal with telephone enquiries together with any associated follow-up.
• Deal with email correspondence and replies as necessary, keeping team updated with current issues.
• Meeting and greeting clients, residents & contractors as required.
• Deal with all written correspondence on behalf of the team as required.
• Plan and organize diary to make efficient use of time.
• Maintain filing systems both electronic & paper associated with the property management team.
• Liaising with Development Manager, Estate Agents, Lessees, Tenants, and Surveyors.
• Deal with incoming post on behalf of the office and distribute as appropriate. To include the regular checking of internal postboxes across the estate.
• Send out circular letters/email updates to residents and lessees as requested by the Development Manager.
• Assisting with all aspects of estate management as directed.
• Any other office related tasks to include photocopying, post, registered mail as required.
• To adhere to the Landlord & Tenant Act and work within the approved budgetary constraints as directed by Estate Management.
• To pro-actively solve problems and recommend changes to make improvements.
• Produce reports for the Development Manager as directed. This will be to include, gym usage, Collating DataStation into an excel spreadsheet (or software in use at the time).
• To manage and order as necessary the stock take for cleaning, stationery and first aid.