Position
PROPERTY MANAGEMENT ASSISTANT
Hours of employment are part time - 20 hours per week
25 days holidays per annum
St Neots, Cambs
Personal requirements
* Well developed interpersonal and oral communications skills
* Customer focused
* Ability to multi-task
* Very strong organisation skills
* Ability to work on own initiative
* Good numerical skills
* Diplomacy
* Ability to prioritise workload and work under pressure
Main duties and responsibilities
To work as part of a team supporting Property Managers and Head of Property Management dealing with:
* Answering residents queries referring to property manager where applicable
* Invoice processing
* Meet contractors and residents on site when necessary
* Letters and reports
* Carry out property inspections when required
* Ensure mail is dealt within the team (paper & electronic)
* Ensure telephones are answered and clear messages are taken
* Ensure where possible that all enquiries are dealt with rather than referring the enquiry elsewhere
* Assist administrative tasks to ensure a high level delivery of service
* Good knowledge of Microsoft office software
* Support your team with all aspects of the service
* To be aware of all managers daily tasks/whereabouts and when absent for more than one day ensure emails and mail is read and appropriate action is taken with them
* Respond to correspondence/emails including those from Directors, lessees and tenants - as requested by your team. Where a Property Manager is absent and unsure what action should be taken respond advising that the matter will receive attention upon the Property Managers return
* Contact contractors to ascertain whether they are able to carry out works and issue work order forms from PMS - checking with Directors in the first instance if authorisation is required
* Monitor contractors performance
* Follow through and complete jobs, updating database
* Issue keys to contractors and monitor safe return - recording this information in the key book
* Ensure that key cabinets are kept secure and closed at the end of each day
* Ensure that inspections of estates are regularly undertaken by the Faraday Inspector and any points raised are actioned
* Arrange meetings and inspections for the Property Managers and undertake inspection/attend meetings as directed
* Issue Draft Minutes to Directors
* Action Minutes
* Update the Approved Contractors List liaising with our Major Works Department and giving feedback of their efforts
* Ensure that all necessary contracts and annual inspections are in place
* On managers instructions - forward copies of Inspection Reports to Directors and to action salient points
* Advise all lessees and/or tenants of impending works, etc.
* On managers instructions - write to lessees/tenants/letting agents in relation to any matters which may contravene the terms of the lease, i.e. noise/nuisance, satellite dishes, untaxed vehicles, pets, etc.
* On managers instructions - ensure that insurance claims are affected as soon as possible and in the case of major insurance claims to liaise with Loss Adjusters and obtain quotes for remedial works and to effect and oversee any emergency repairs
* On managers instructions - ensure that all contracts and schedule of works for all estates are entered on the computerised system and updated
* On managers instructions - contact DVLA regarding abandoned cars following procedures
General
* Answer telephone calls and take the appropriate action
* Check, code and input invoices
* Assisting with works orders
* Produce weekly/monthly/annual reports
* General filing
* Processing paperwork on OnBase and tag as appropriate
* Any other duties as directed
Randstad CPE values diversity and promotes equality. No terminology in this advert is intended to discriminate against any of the protected characteristics that fall under the Equality Act 2010. We encourage and welcome applications from all sections of society and are more than happy to discuss reasonable adjustments and/or additional arrangements as required to support your application.
Candidates must be eligible to live and work in the UK.
For the purposes of the Conduct Regulations 2003, when advertising permanent vacancies we are acting as an Employment Agency, and when advertising temporary/contract vacancies we are acting as an Employment Business.
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