Job Overview
To provide administrative support function to the Estates Surveyors and Property Co-ordinator for a property portfolio of 300 + interests. Building of good working relations with external Solicitors/ Landlords/ Agents / Retailers and internal Stakeholders Flexibility to prioritise work and be agile in reacting to changing circumstances. To offer the highest level of administrative support.
Responsibilities
* Provide administrative support to the Estates Managers including post, diary management, travel arrangements, filing, typing and telephone
* Maintaining all property title deeds both electronic and paper
* Liaising with Maintenance Department \ retailers’ \ landlords’ \ tenants regarding repairing issues. Following issues through until a result is achieved. Reporting back to retailers/ Landlords/ tenants without surveyor’s supervision.
* Provide a professional and knowledgeable point of contact and first line of response to assist with queries. Ability to act on own initiative whilst recognising when to escalate issues higher.
* Use of database to answer external and internal general queries, for example, rent review and rental level queries, lease expiry dates, break dates, etc.
* Arranging inspections of shop premises where requested by landlords / landlord’s agents and other professionals
* To provide occasional support / cover to other functions within the Property Department as and when necessary
* To be the first port or call in regard to any residential issues. To liaise with external Estate Agents where necessary. Paperwork for new tenants, log deposits, check out inventories. Maintenance issues, AST queries/ changes.
* Maintain a filing system for property files for each individual property
* Assisting Estates Surveyors in collection of comparable rental evidence and where necessary applying for the appointment of a Third Party by formal application to the RICS.
* Data input and cleansing including submission of set up / change requests for site master data
* Gain competency and familiarisation with new MRI system and procedures
* Gain competency with SAP protocols and procedures including preparation of orders on SAP, checking of invoices received, reconcile and process for payment. Following corporate SAP guidelines
* Develop and maintain a monitoring/tracking system for all estate related recommendations / approvals
* Co-ordinate and maintain a database of landlord’s shopfitting approvals including budgets and cost monitoring.
* Assist management of service charge electronic database. Assist in the processing of service charge payments ready for authorisation and management of service charge records. Querying discrepancies and requesting supporting documentation to justify the reconciliation. Yearly service charge expenditure circa. £7m. Deputise for Service Charge Manager during holidays and other absences.
* Support and assist the UK&ROI Properties Co-ordinator in relation to all property matters
* Key Outputs:
* To ensure that levels of service and support are maintained to a very high standard.
* Timely provision of all administration tasks as required, eg. e-mails, memos, reports, etc
* Accurate and up to date filing and other administrative tasks, including maintaining property deeds system and recording of deeds sent to solicitors etc.
* Timely and informed response and resolution of maintenance issues, referral to Estates Managers where necessary, preparation of letters\emails to landlords and follow up to ensure action is taken as required
* Assist with timely and accurate processing of service charge invoices, checking budgets, resolving queries on invoices etc. with landlords\agents as necessary and recording recharge details for insurance
* Professional and informed response to internal and external customers of department, including dealing with rental evidence enquiries and providing information as appropriate
* Create and process orders to instruct external agents \ solicitors etc. ready for signature
* Liaise with Store Managers\landlords\agents etc. to ensure inspections are carried out as required
* Clear and precise filing systems.
* All general and escalated issues are resolved effectively and within timescale
Qualifications
* Essential Knowledge:
* Basic legal understanding of property tenure and documentation
* General knowledge of property management procedures
* Property terminology and contractual awareness
* Written & verbal communication skills
* Initiative and flexibility to adapt to a changing environment
* IT Skills- SAP, Excel, Outlook, Word, Microsoft Teams with additional knowledge of PowerPoint and Sharepoint
* Time management
* Office organisation
* Technical Skills:
* Ability to prioritise
* Ability to deal with people at all levels
* Proven ability in SAP, Word, Excel, Outlook, Powerpoint, Sharepoint
* Written and Oral communication skills
* Numeracy skills
* Ability to work under pressure and use own initiative
* High level of problem solving
* Successful Experience:
* Previous property administrative experience
* Previous team support
* Competencies:
* Good interpersonal skills, working within a team
* Excellent verbal and written skills
* Initiative
* Accuracy
* Numerate
* Communication skills
* Prioritising and time management skills
* IT proficient in Excel, Word, Outlook and Microsoft Teams with additional knowledge of PowerPoint and Sharepoint
* Consumer focus
* Financial/ budget awareness
* Flexibility to adapt to a changing environment
* Discretion and confidentiality
About Clarks
Two brothers, a small town, and shoes that changed the world. Based in Somerset, England, Clarks has redefined shoemaking since its foundation in 1825, when James and Cyrus Clark made a slipper from sheepskin off-cuts and forever transformed the future of footwear.
Sparking revolutions and defining generations, our archive of over 25,000 shoes includes the inimitable Clarks Desert Boot™ and Clarks Wallabee™. And every pair we design today uses the same ground-breaking combination of invention and craftsmanship that started it all.
Progress is woven into our DNA. Whether we’re pioneering cutting-edge comfort technologies, championing social change, or working on trailblazing collaborations with cultural icons and KOLs, we’re always striding forward.
Join us in 2025 as we celebrate 200 years of giving people the freedom to move comfortably, proudly commemorating our legacy of craft, innovation, and impact – and looking boldly ahead, too.
Why join us?
At Clarks, you’ll be part of a brand with heritage, craftsmanship, and style at its core. We offer great training, career progression, and the chance to make your mark in a global business.
This document describes the general nature and level of work only. It is not designed to cover an exhaustive list of all skills, activities, duties or responsibilities that are required of the employee for this job. Other activities, duties, and responsibilities may be added at any time. This description may be changed at the company’s discretion at any time, with or without notice.