Estate Administrator

We are recruiting for an Estate Admin to join a large residential development in South West London.

Shift Pattern: Monday to Friday, 2 days working from home 3 days in the office.

Salary: £30,000 - £33,000 per annum

Job Description:

• Prioritise 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 essential, as administrators will be required to draft correspondence.
• Dealing with resident enquiries as and when appropriate and escalating accordingly.
• To update and, when required, facilitate the sale of fobs and remotes. Program as required.
• To liaise with contractors 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 includes welcome packs, Purchase Orders, HSMS folders, and DataStation, as well as any other software systems that may be implemented.
• Manage the estate purchase ordering software system, placing PO's as necessary.
• Send out Welcome packs (electronically) to all new tenants & lessees, with follow-up to all non-received details.
• 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.
• Maintain electronic filing systems associated with the administration role.
• Liaising with Directors, Estate Director/Head of Estate, Estate Agents, Lessees, Tenants, Surveyors and personnel as required.
• Send out circular monthly newsletters, letters/email updates to residents and lessees as requested by the Estate Director/Head of Estate.
• Assisting with all aspects of estate management as directed.
• Any other office related tasks 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 Directors, Estate Director/Head of Estate as directed. This will be to include, gym usage, Collating DataStation into an excel spreadsheet (or software in use at the time).
• Register & batch supplier invoices for internal approval.
• Managing purchase ordering system and matching invoices or orders.
• Payments relating to Annual Insurance Premiums and claims
• Managing logging of utility bills and ensuring approvals are made within the set timeframes.
• Assist in preparing bi-weekly suppliers payment runs and collating invoices to payment run reports.
• Reconcile suppliers' statements and resolve any queries.

Requirements:

• Ideally knowledge of the Qube or Blockman system.
• Knowledgable in accounting and service charge.

If you're ready to step into a hands-on role that combines admin, coordination and problem-solving, apply now!