Property Administrator Temp (3 – 6 months)
30 Hours per week
Salary £25k per annum pro rata
Reports to: Director
Job Purpose:
To provide both operational and financial administrative support to the JBL team. The post holder should have excellent organisational skills, plus be numerate and be able to consistently demonstrate excellent customer service and attention to detail.
Key Activities:
• To log, and act upon as required, all incoming communications (phone, email and personal visits) en-suring excellent customer service for all clients.
• To manage the Microsoft Office 365 Sharepoint filing system ensuring all client contact details and contact reports are always up to date and kept secure in line with the Data Protection Act.
• To undertake mail merges for the production of service charge demands, letters to leaseholders, newsletters, etc., using Microsoft Office Excel and Word ensuring that the correct distribution is used according to individual leaseholder’s requirements.
• To find and organise for contractors to attend sites to obtain quotes for works, undertake repairs, etc.
• To arrange meetings on behalf of the directors as required with clients, contractors, etc.
• To work with the JBL team to ensure up to date communication to all stakeholders (social media, Mailchimp, newsletters, mail drops, etc).
• To produce and issue Section 20 Notices, using mail merge as instructed.
• To provide general support to the JBL team as and when required including typing of letters, reports, photocopying, etc.
• To attend sites on occasion to ensure an understanding of the properties.
Hours and Environment:
The hours are 30 hours per week, 10.00am to 4.00pm Monday to Friday, based from Northwood three days a week, from home for two days a week. There are also fortnightly team meetings in Great Portland Street.
Skills and Attributes:
You should have:
• GCSE English and Maths as a minimum
• Excellent IT skills including Microsoft Office Word, Excel, Access, PowerPoint
• Ability to touch type to speed of a minimum of 60 wpm
• Ability to do mail merges
• Effective verbal communication skills to communicate positively with a diverse client group and to be able to diffuse difficult situations (building issues for leaseholders can be extremely stressful)
• Excellent written communication and numerical skills to produce succinct and accurate correspond-ence and reports • A commitment to promoting a positive, helpful and friendly environment, that will ensure people are left with a great impression of JBL
• Excellent attention to detail and organisational stills
• Effective team skills plus the ability to work on own initiative
• Excellent implementation/finisher skills, to see things through to the end
• Work with honesty and integrity
• Support for the company’s commitment to equal opportunities and to promote non-discriminatory practices in all aspects of work undertaken.
• Ability to maintain confidentiality to comply with the Data Protection Act 1998. Where it is a require-ment of the job for the job holder to use computers or other information technology, he/she will be required to ensure that security procedures are followed as appropriate and that confidential infor-mation for example, passwords, are not communicated to unauthorised individuals.
All employees are required by Section 7 of the Health and Safety at Work Act to take reasonable care of their own health and safety and that of others who may be affected by their acts or omissions.
This job description is meant to be an outline, is not intended to list all duties and responsibilities and is subject to change based on the needs of the company. You will be expected to carry out any other reasonable tasks as may be directed by the Directors to meet the needs of the company.
Entry:
Ideally, you should have at least 2 years’ experience in an administrative role, preferably in a residential property environment, however all exceptional candidates who meet the skills and attributes for the role, will be considered.
Please send your CV with a covering letter explaining why you wish to be considered for a role to contact@johnsonburke.co.uk
Assistant Property Manager
30 hours per week
Salary £26.5k pro rata
Reports to: Director
Job Purpose:
To help in managing buildings within the portfolio. The post holder should have excellent organisational skills, plus be numerate and be able to consistently demonstrate excellent customer service and attention to detail.
Key Activities:
• To attend sites, meet with clients (sometimes in the evenings) and contractors and to ensure the smooth running of the relevant buildings
• To ensure that the health and safety elements of all buildings are maintained (fire alarm checks, emer-gency lights checks, fire risk assessments, etc.)
• To log, and act upon as required, all incoming communications (phone, email and personal visits) en-suring excellent customer service for all clients, meeting the company’s aim to respond to all queries promptly and efficiently
• To find and organise for contractors to attend sites to obtain quotes for works, undertake repairs, etc., on communal areas
• To produce summary documents of all tenders for issue to clients
• To ensure that budgets are never exceeded and ensure that contractors quote the correct details when invoicing
• To produce newsletters and ensure up to date communication to all stakeholders
• To manage the rolling maintenance plans for all buildings ensuring general maintenance items (lift servicing, door maintenance, intercom systems, drain clearance, etc.) are all carried out regular to stop issues occuring
• To produce and issue Section 20 Notices, using mail merge as instructed
• To support the team in the production of communication to all leaseholders (service charge demands, general notices, etc.)
Hours and Environment:
The hours are 30 hours per week, (exact days/times to be agreed) based in Northwood for three days a week and then out doing site visits (in North, North West and Central London) two days a week. Plus there is one day a fortnight at our office in Great Portland Street.
Skills and Attributes:
You should have:
• A strong understanding of residential building management
• Be a member of the Institute of Residential Property Managers (or working towards membership)
• A Level English and Maths as a minimum
• Excellent IT skills including Microsoft Office Word, Excel, Access, PowerPoint and Microsoft Office 365
• Excellent critical thinking skills
• A problem solver
• Effective verbal communication skills to communicate positively with a diverse client group and to be able to diffuse difficult situations (building issues for leaseholders can be extremely stressful)
• Excellent written communication and numerical skills to produce succinct and accurate correspond-ence and reports
• A commitment to promoting a positive, helpful and friendly environment, that will ensure people are left with a great impression of the company
• A positive, can do attitude and the ability to work under pressure
• Excellent attention to detail and organisational stills
• Effective team skills plus the ability to work on own initiative
• Excellent implementation/finisher skills, to see things through to the end
• Excellent negotiation skills to make sure we always get the best price for work on behalf of our clients
• Support for the company’s commitment to equal opportunities and to promote non-discriminatory practices in all aspects of work undertaken.
• Ability to maintain confidentiality to comply with the Data Protection Act 1998. Where it is a require-ment of the job for the job holder to use computers or other information technology, he/she will be required to ensure that security procedures are followed as appropriate and that confidential infor-mation for example, passwords, are not communicated to unauthorised individuals.
• A full driving licence and your own car (mileage expenses will be paid)
All employees are required by Section 7 of the Health and Safety at Work Act to take reasonable care of their own health and safety and that of others who may be affected by their acts or omissions.
This job description is meant to be an outline, is not intended to list all duties and responsibilities and is subject to change based on the needs of the company. You will be expected to carry out any other reasonable tasks as may be directed by the Directors to meet the needs of the company.
Entry:
Ideally, you should have at least 5 years’ experience in a residential property environment, however all exceptional candidates who meet the skills and attributes for the role, will be considered.