Property Administrator

Description

• Report and record any accidents in the accident book.
• To support the on-site management team with all administrational aspects of the development.
• Assist the PD with Payroll on a monthly basis, ensuring all data relating to payroll is received from the staff and logged for the month as required.
• Assist the PD with the production of the monthly site level reporting
• Responsible for recording relevant accurate information on the in-house database.
• Assist with concierge cover and post room duties as and when required.
• Understand and adhere to the estates Emergency Action Plan in the event of an emergency situation.
• Reporting into the Property Director (PD) and working with him/her to ensure the smooth running of the estate and the delivery of excellent customer service to residents and commercial tenants.
• Assist the PD with analysis of financial reporting
• Be aware of any maintenance, cleaning, security, health & safety or leisure issues and immediately inform the Facilities/ Operations Manager.
• Ensure that all move-in, move-out and other resident data is maintained in an efficient and timely manner and that adequate records are kept of all residents, apartments and registered vehicles. Treat all the information as confidential.
• Assist the PD with complaints and any subsequent action in the timely manner and keep the PD informed of the progress.
• Create welcome letters and packs for all new residents, advise the residents of the facilities available and any operational guidelines of the building. Ensure the information provided by the residents is accurately recorded on the database. Follow up with residents to ensure the necessary information is received.
• Design letter templates and forms for the team to use (in liaison with the Property Director) to ensure consistency when responding to enquiries/problems etc.
• When necessary, send out any circular letters to residents on behalf of the Estates Management Team. Assist with the design of the resident’s newsletter and website.
• To work closely and lead with the other administrators to ensure they are working in harmony and providing support to each other
• General administrational duties such as maintaining efficient electronic and paper filing systems, diary management, drafting minutes & typing agendas, stock control and ordering stationery, post (incoming/outgoing), photocopying, faxing and any other ad-hoc admin tasks.
• Support the management team with building and maintaining good relationships with other on-site management teams, Ballymore Sales & Marketing, Completions and Construction departments as well as the Owners, Tenants, Managing Agents and Estate Agents.
• Be the first point of contact for the on-site management team in relation to all telephone enquiries, emails and letters. Where appropriate deal with the correspondence pro-actively and reply on behalf of the management team. If necessary, pass the query to the relevant department or function, following up to ensure the query is dealt with in a timely manner.
• Raise purchase orders, code orders and enter delivery note information obtaining the necessary approval from management. Ensure the correct process is adhered to at all times.

Requirements

• Good attention to detail.
• Previous experience working for a managing agent.
• Excellent computer skills, proficient in Outlook, Word, Excel and PowerPoint.
• Minimum of one-year administrational experience ideally in a service oriented environment.
• Ability to multitask and work under pressure.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance