Property Administrator

2 months ago

East Kilbride, United Kingdom Colliers International EMEA Full time

Company Description

Colliers is a leading commercial real estate services company, providing a full range of services to real estate customers, developers and investors on a local, national and international basis. Services include brokerage sales and leasing (landlord and tenant representation), real estate management, valuation, consulting, project management, project marketing and research. We provide our services across the core sectors (office, industrial, retail and hotel) as well as many specialised property types.

The UK business is headquartered in London, with over 900 specialists throughout 16 offices across the UK and Ireland.

The role of the property administrator / receptionist is to provide administration support to the Park Management Team. This will include the management of the Conference Centre and Reception Duties at Prism House.

The role is proposed as being PART-TIME, working 9:00 - 15:00 Monday - Friday, however, this working pattern is potentially flexible within reason.

**Job Description**:

- Reception duties at Prism Building including managing visitors to tenants of the building and the Park and managing a telephone switchboard, responsibility for mail franking system
- Management of Conference Centre and preparing rooms for meetings - bookings, catering/teas/coffees, etc
- Tenant liaison and co-ordination of enquiries, issuing park wide communications.
- Deal with tenant complaints/queries and offer prompt resolutions, escalate where necessary
- Ensure all front of house areas are always immaculately presented
- Log any property faults/issues with the helpdesk and inform the Facilities Management team
- Co-ordination of contractors when visiting site, liaising with Park Manager & Facilities Manager as required.
- Assist Park Manager to show potential new occupiers’ vacant spaces and ready units for handover to new occupiers.
- Plan and execute community, occupier & social value engagement initiatives.
- Ensure you perform your duties to the highest degree of dedication and commitment
- Data processing and management of databases, ensuring accurate and timely import of information including but not limited to Tenant Directory, Key Log, Riskwise and Elogbooks
- Maintain and produce specified reports such as onsite team holiday planner, Property Management & Team Directories, including Park Directory; Property Management Logs, Contractor List, Key Holder List.
- Administration of ad-hoc billing for SETP (conference centre, broadband, telephony, etc)
- Liaising with tenants if there are arrears in respect of sundry charges.
- To produce and keep updated Heads of Terms, Licences, Tenant Information Forms and other documents in accordance with Tenant Directory.
- To ensure fire and other evacuations are carried out on a regular basis in accordance with the health and safety requirements. This includes ensuring the emergency plan and related site maps are continually updated.
- To liaise with local authorities, utility providers and rating authorities as appropriate

**Expertise & Professional Development**
- You are the ‘go to’ person in your area of expertise/specialty for questions from your colleagues, clients and customers
- You possess excellent interpersonal communication skills
- You are solutions focused, advising colleagues and stakeholders with solutions not problems
- Excellent knowledge of IT systems including MS Outlook, Word, Excel and PowerPoint
- You are willing to learn CAFM reporting systems such as Meridien, RiskWise.
- Maintain elogbooks and use permit to work system

**Communication & Managing Expectations**
- You actively listen and interpret key information from and to clients, customers, colleagues and service partners
- You manage and exceed expectations by prioritizing tasks
- You can tailor your message to different stakeholders to ensure that the correct message is received
- You will strive to anticipate needs and exceed expectations
- You will communicate to provide required information as well as offer prompt resolutions

**Service Excellence**
- You demonstrate and role model the key behaviors of service excellence.
- You conduct professional work for Clients and ensure that all relevant reporting requirements are met to agreed deadlines.
- You preempt the work required ensuring you are always delivering high levels of service
- Be flexible and open minded and positively adapt to any reasonable changes to your role (duties & responsibilities) proposed by your line manager and/or the Client

**High Quality Work**
- You continuously look to improve the quality of your work and ensure quality control
- You demonstrate excellent organizational and time management skills

**Productivity & Efficiency**
- You challenge where you see that time is wasted and tasks could be delivered more efficiently by focusing your energy on those tasks that are within your control
- Possess excellent oral and written communication skills
- Ability to produce detaile

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