Property Administrator

Our client, a vibrant, leading Managing Agent who are looking for a Property Administrator to join their friendly eniroment team based in Watford.

Hours; 37.4 hours per week

Reporting to; Head Of Property & Operations

Salary; £22,000 - £28,000 dependant on experience

Responsibilities;

• Dealing with customer queries over the phone and email.
• Manage electronic data including emails (respond within 24hrs).
• First port of call for office phone.
• Overseeing maintenance reports and incoming tasks are allocated and raised correctly on Arthur Online; reactive, remedial, actions from FRA/GRA.
• Obtaining quotations from contractors where required in line with budget.
• Raising complaints with contractors if work is not carried out to a satisfactory standard.
• Following up with Property condition reports and certificates which require remedial actions within the correct and acceptable timeframe.
• Completing all site reports within 5 days.
• Arranging renewals of certificates 4 weeks before expiry to ensure the reports are completed and any remedials are actioned before the new start date.
• Ensuring all relevant documents are filed correctly and promptly.
• Ensuring compliance and due diligence: Health and safety, fire safety, valid safety certificates.
• Follow up of H&S, FRA, Site Reports work by assisting the property manager to action all reports
• Overseeing and reviewing onboarding and handovers from Developments. Liaising with Operations Manager to sign off. (Stage 1 & 2)
• Weekly/Monthly meetings with line manager to review financial, risk and general reports.
• Carrying out due diligence on risk assessments and ensuring the correct documentation is received in time and saved on the systems.
• Maintaining Utility and Insurance accounts are updated regularly.
• Producing Cyclical works preparation for Asset and Property management.
• Review of SLA to ensure works are carried out in a timely and effective manner.
• Adhering to correct timeframes for works orders; 24hrs, 5 days and 20 days.
• Adhering to correct procedures for raising works orders and due diligence on completion of works.
• Assisting PMs with logging emails, calls, works orders, updating AH/TTs, responding via AO.
• Chasing for invoices after works order complete.
• Chasing Contractors to complete W/Orders
• Overseeing practical completion of Handovers for pre-tenancy checks.
• Managing the processes for Furniture and cleaning for pre-tenancy and mid-term.
• Adhering to new furniture policy to ensure we are within the financial remit of the budget and expenditure.
• Reporting to the Asset Manager on issue logs, outstanding maintenance issues, raise potential contractor retenders, report weekly on cyclical schedules.
• Working alongside Asset Management in relation to planning conditions, HMO compliance, Legislation amendments, onboarding new staff, staff training and development

Experience you need;

Key requirements:

• Experience within facilities or property management essential.
• AIRPM or industry experience.
• Experience using different software's; Arthur, SimPRO, Miro, Monday (desirable).
• Strong administration and customer service experience.
• Good knowledge of compliance and legislation within the property, housing, and construction industry (desirable).
• Desire to learn, develop and gain new skills and knowledge.
• Solid background in customer service/office experience (able to build good rapport).
• Good organisation skills and able to prioritise workload and work to deadlines/under pressure.
• Good working knowledge of Microsoft Office packages including Excel.
• Excellent communication skills both written and verbal.

If you think you are a good fit and you have the skills and experience for the position. Please apply directly or alternitively please do send your CV across to lucia.karby@pmr.uk.com.