Property Administrator - Paternoster Square Estate and Warwick Court

Purpose of the Role

The purpose of this role is to support the Operations Director, Estate Manager, Property Manager and the Engineering Manager in the day to day administration as well as the coordination of the day to day building and estate operations at Paternoster Square and Warwick Court. Throughout the role the Property Administrator will be coached by the Estate Manager and will report directly to the Estate Manager.

Key Responsibilities

Main Duties

• Taking comprehensive meeting minutes for all meetings with occupiers, internal team and service partners.

• Answer own and team calls if not in the office, in a prompt and professional manner and make accurate attendance notes.

• Act as first point of contact for any general enquiries from contractors/suppliers and tenants with a view in resolving any issues and requests.

• Liaise with service partners and occupiers for day to day operational issues and provide a defined service as required.

• Assisting team with meeting room request and creating calendar bookings.

• Take control of I.T. and telephone issues, faults and repairs to all equipment used by the property and engineering management team reporting faults etc. to the maintainer. Ensure that all I.T. and telephone systems are fully operational at all times.

• Maintain all I.T. and telephone contract documentation.

• Update the property’s systems under the direction of the Estate & Property Manager.

• Coordinate contacts and relationships with all internal and external parties.

• Closing off open permits on the system and archiving them in date.

• Coordinate contacts with statutory authorities and other groups and associations applicable and beneficial to the services provided by Savills.

• Coordinate the inductions of all new internal staff, external contractors and visitors with the relevant departments as directed.

• Coordinate activities with the landlord’s appointed suppliers and ensure appropriate communication with the client.

• Control of third-party activities on site for minor events held within the main reception in relation to placemaking and community tenant interaction. This will involve ensuring safe method of working RAMS are carried out and the appropriate permits to work are issued. (To be done in association with the Estate & Property Manager).

• Typing up of general correspondence, meeting minutes and reports, reviewing documentation and maintaining the electronic filing system.

• Updating of procedures, occupier guides, documents and re etc. as directed by the Estate Manager.

• Regularly monitoring DataStation compliance tasks, actions and any items due to expire and bringing them to the attention of the Property and Engineering Management team to action.

• Maintain all contract documentation.

• Manage the property management system, ensuring the system is always fully updated and open tasks are being actioned and completed within the SLA period. Requesting any quotations as directed by the Estate & Property Manager.

• Regularly monitoring DataStation compliance tasks, actions and any items due to expire and bringing them to the attention of the Property & Estate and Engineering Management team to action.

• Ensure statutory compliance is kept updated including, but not limited to, Health & Safety, insurance policies and COSHH.

• Assisting the Estate and Property Manager with actions to be completed on Health & Safety, Fire Risk Assessment and Water System Audits.

• Assisting the Estate & Property Manager with gaining various accreditations such as BREEAM in use, Apple Award, Clean City Awards and maintaining existing accreditations.

• Raise purchase orders to contractors and suppliers, and maintain and update the finance tracker system.

• Log all purchase orders and invoices electronically on Sharepoint.

• Keep a log of all IT issues experienced by the team, raising any required tickets with our IT provider and following up on tickets to ensure they are actioned.

• Assist the Estate & Property Manager in submitting budgets, quarterly reports and actuals to Senior Management as and when required.

• In conjunction with our onsite cleaning contractor, maintain a record of all cleaning consumables, detailing what is being used and on-site stock available.

• Reviewing occupier reports and raising any concerns / amendments before they are issued to the occupiers.

• Organising occupier access for ad-hoc requirements such as cavity cleaning and inspections.

• Coordinating / scheduling service partner works and reviewing works once completed, following up on any actions afterwards.

• Assist where necessary in carrying out property checks and inspections under the direction of the Estate and Property Manager.

• Ensuring the reception flowers are maintained, any issues to be raised with the supplier.

• Support the Estate & Property Manager in delivery of projects on time and on budget.

• Ensure all quality systems and procedures are followed, including monitoring and improving KPI and SLA statistics.

• Familiarising self with base build information, occupier handbook and building procedures, these documents will be worked on.

• To attend all relevant Savills training courses and adopt procedures learned.

General Administration Duties

• Ensure that all outgoing mail is stamped and posted at the end of each day, keeping a log book of postage used.

• Monitor the Property Management Teams’ diaries and make appointments as necessary.

• Order and maintain office supplies and consumables, restocking as necessary.

• Set up meetings with relevant parties and prepare and distribute refreshments accordingly for client/tenants meetings.

• Take minutes of meetings as directed.

• Manage the administration of Car, Motorcycle and Parking issues.

• Manage the administration of the building changing room lockers.

• Manage the updating of the main directory board under the direction of the Property Manager.

Building relationships with

Savills