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The main purpose of this role will be to support the Property Data Manager in maintaining and updating the Property database and shared drives in the Property department in order to ensure the accuracy, consistency, reliability and immediacy of property information used by the entire business.
Key Duties/Responsibilities:
* Assist with the update of the weekly Property Portfolio to the company.
* Assist with maintaining and updating the Horizon property database used by the Property department including but not limited to:
* Updating new properties to the system using the property portfolio, logging changes of ownership, fascia changes, landlord changes, floor areas, area managers etc. to ensure information is accurate and always up to date.
* Collating and saving legal documentation in the relevant part of the Horizon property database to ensure access by all relevant teams in relevant territories and to contact surveyors/solicitors for any missing documentation.
* Managing and saving the daily emails received from the Property Invoice team.
* Scanning, saving and providing accurate details to our external agents for daily post received.
* Assisting with the management of the filing and archiving systems that are onsite.
* Arranging inspections for external agents ensuring confirmations are followed up.
* Providing accurate reports to the wider department as and when requested.
* Ensuring information held both in electronic and hard copy formats are kept updated.
* Liaising with Estates and Acquisition Surveyors on a regular basis, aiding in compiling necessary reports and assisting with day-to-day management tasks.
* Assist with providing accurate information to Auditors to support the Property team and the Group Financial Accountants.
Skills/Experience/Knowledge needed:
* An administrator or data inputting background within a property related environment with experience and understanding of tenancy agreements would be advantageous but training will be provided.
* Able to demonstrate a basic degree of proficiency in the use of MS Office applications, particularly MS Excel, Outlook and Word.
* Excellent attention to detail and first-class organisational skills are essential.
* The ideal candidate will have exceptional focus, communication and interpersonal skills.
* Clear-sighted and imaginative for solutions and problem-solving.
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