Job Description
3 Month Contract With A Local Authority
Job Purpose
To assist the Head of Service and Estates Manager in the effective management of the Council’s 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 Council’s 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:
o Preparing annual service charge budgets and reconciliations
o Producing schedules and cost reports
o Liaising with tenants
o Raising invoices and credit notes
o Ensuring property accounts are accurate and up to date
o 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 Council’s 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