Assistant Building Manager

PMR are seeking an enthusiastic and confident Assistant Building Manager to join our client's team in their development in Chatham!

ROLE OBJECTIVE

The purpose of the role is to assist and support in all areas of the operational business, providing excellent support and administration service to the Senior Building Manager, as well as liaising with external customers and contractors, stakeholders, and other internal teams. To complete a range of ad-hoc support and administrative tasks as well as offering suggestions to continually improve the business and the service we offer

KEY RESPONSIBILITIES

• Support the Senior Building Manager and leasing administration team.
• Support the Lease & contract coordinator with deal sheets during busier periods and launches of new assets.
• Support the Lease & contract coordinator with onboarding of all new deals and renewals on referencing system and relevant databases.
• Support the Lease & contract coordinator with ensuring all customers pay holding fee, subject to exemptions pre-approved by Management during busier periods and launches of new assets.
• Assist and ensure, all referencing is completed in a timely manner.
• Assist and ensure, all pre move in checklists and check out lists have been adhered to.
• Ensuring customers who have opted for Reposit are eligible subject to results from referencing process and/or upfront payments. If no longer eligible, informing the Senior Building Manager to communicate this to the prospective customer.
• Take calls and email enquiries from prospective tenants and book in viewings.
• Undertake in-person viewings.
• Dealing with ad-hoc renters enquiries via phone, email, or portal reporting.
• Instructing reactive maintenance works reported by renters on FixFlo system and keep tenants updated on progress of works.
• Liaising with contractors on day-to-day maintenance issues to ensure works are undertaken in a timely manner and to standard required.
• Assist Senior Building Manager in chasing renewals for existing tenants.
• Use inventory hive system to undertake check-in and check-out inspections and liaise with Senior Building Manager on dilapidation works identified.
• Assist Senior Building Manager with instructing and managing end of tenancy works.
• Undertake tenant move ins as and when required.
• Liaise with contractors on any PPM works instructed by Senior Building Manager.
• General cover for Residents hosts as and when required. General Responsibilities
• Act always in line with the Company Values, integrating these into all work practices.
• Maintain accurate computerised and manual records.
• Produce accurate information and reports for weekly/ monthly meetings.
• Participate in team, departmental and corporate project and planning processes as required.
• To observe the highest possible standards in relation to customer confidentiality and in compliance with Data Protection legislation.
• To act as a company ambassador in your conduct during working hours and in all contact with customers and third parties connected with the business.
• To undertake any other duties as are reasonably requested from time to time.

This is not an exhaustive list of the duties that may be required of the post holder. Duties may be changed, after discussion, to suit the operational requirements of the company.

KNOWLEDGE, SKILLS, AND EXPERIENCE

• Knowledge of real estate and a commitment to learn more.
• Excellent organisational skills.
• Excellent written and oral communication skills and telephone manner.
• Excellent IT skills - Microsoft Excel, PowerPoint, Outlook & Word.
• Experience of managing conflicting priorities in a busy office environment.
• Take responsibility for your own learning and development.
• Good time management.
• Actively embrace and work within the Company Values.
• Able to show an understanding of and commitment to good customer care, property services, managing landlord and customer relationships
• Able to communicate effectively and clearly in writing and verbally, including drafting correspondence and documents
• Strong attention to detail
• Ability to work in a varied and demanding role with appropriate supervision.
• Ability to work to strict deadlines and be organised and efficient
• Demonstrable experience and ability to use ICT packages i.e., Microsoft Word and Excel.
• Self-motivated, with high energy and enthusiasm
• Pragmatic, creative approach to problem solving, with emphasis on fast and practical solutions.
• Demonstrable experience of taking responsibility for own actions and development opportunities, maintaining high levels of integrity.
• Commitment to equality, diversity, and mutual respect; accepting differences and treating everyone fairly.
• Proven administrative experience of working in the private rented sector (desirable)
• Knowledge and experience of using Qube (desirable)