Overview
3 Month Contract With A Local Authority
Job Purpose
To assist the Head of Service and Estates Manager in the effective management of the Councils General Fund land and property estate comprising a diverse portfolio including retail industrial community and office assets. The postholder will provide professional estate management and administrative support managing a defined caseload of properties and ensuring services are delivered efficiently in accordance with Council policies and relevant professional standards.
Main Duties and Responsibilities
Estate Management
* Assist in the day-to-day management of the Councils General Fund land and property estate in accordance with Council policies specifically the Scheme of Delegation.
* Manage a personal caseload of properties undertaking lease renewals rent reviews licence agreements insurance recharges new lettings and lease terminations.
* Deliver an efficient and high-quality estate management service in a timely manner applying RICS principles where appropriate.
* Develop and maintain effective landlord and tenant relationships ensuring clear appropriate and timely communication with tenants.
Lettings Marketing and Inspections
* Manage the marketing negotiation and completion of new lettings for vacant units within the portfolio.
* Undertake property inspections viewings and marketing activities as required.
* Where necessary instruct and manage external consultants for more complex property lettings.
* Undertake and maintain a regular and evidenced programme of inspections of land and buildings for a variety of purposes.
Property Administration and Finance
* Manage property administration relating to tenant rent accounts including raising rent invoices setting up and terminating tenant accounts and resolving rent arrears.
* Administer service charge accounts for retail and industrial assets including:
* Preparing annual service charge budgets and reconciliations
* Producing schedules and cost reports
* Liaising with tenants
* Raising invoices and credit notes
* Ensuring property accounts are accurate and up to date
* Presenting service charge information to the Estates Manager for review and approval
* Assist with the annual asset valuation process for financial accounting purposes liaising with auditors and external valuers and providing supporting information as required.
Communication and Liaison
* Develop and maintain effective working relationships with internal Council departments including Legal Services Finance Business Support Business Rates Housing and Economic Development to support a coordinated and corporate approach to estate management.
* Manage the property generic inbox maintaining accurate records and coordinating timely responses to enquiries.
* Respond to general enquiries regarding the Councils property estate from internal departments and external parties providing professional property advice where appropriate.
Reports Access and Third Parties
* Deal with requests from third parties and utility providers for access to Council-owned land and property negotiating terms and putting appropriate agreements in place where required.
* Undertake investigations into property-related matters and assist in the preparation of draft reports for delegated decisions and submission to Cabinet.
General
* Carry out any other duties commensurate with the scope and grading of the post as required by the line manager or Head of Service.
* Maintain high standards of service delivery and comply with all Council policies including equality and diversity health and safety and data protection requirements.
* Participate in training and development activities necessary for the effective performance of the role.
Requirements
Qualifications & Knowledge
* GCSEs (or equivalent) in English and Maths at Grade C/4 or above.
* Working knowledge of property management estates administration or a related local authority or commercial environment.
* Understanding of landlord and tenant matters including leases licences rent reviews and service charges.
* Knowledge of local authority governance policies and procedures including delegated decision-making.
Experience
* Experience of working in a property estates housing legal or asset management environment.
* Experience of managing or supporting the management of a property portfolio or caseload.
* Experience of property-related administration including rent invoicing account management and dealing with arrears.
* Experience of liaising with a range of stakeholders including tenants internal departments and external consultants.
Skills & Abilities
* Ability to manage a varied workload prioritise tasks and meet deadlines.
* Strong written and verbal communication skills with the ability to communicate clearly and professionally with a wide range of audiences.
* Good organisational and administrative skills with attention to detail and accuracy.
* Ability to build and maintain effective landlord and tenant relationships.
* Confident in dealing with enquiries and providing professional advice within own area of responsibility.
* IT literate with experience of using property databases financial systems and Microsoft Office applications.
Other Requirements
* Ability to undertake site inspections including visiting a variety of land and property assets.
* Willingness and ability to work outside normal office hours when required.
* Full driving licence and ability to meet the requirements of a Designated Car User.
Additional Requirements
* Bi-Weekly Payments
* 35 working hours per week
Key Skills
EAM,Economics,IT Business Analysis,Information Security,Android Development
Employment Type : Full Time
Experience: years
Vacancy: 1
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