Commercial Property Executive

**Salary: £39,147 per annum**

**Hours: 37.5 per week**

**Contract: Permanent, full-time**

As a Commercial Property Executive, you will:

- Provide effective management of Port property assets to ensure delivery of high-quality services to tenants whilst maximising rental income opportunities.
- Provide relationship management to a growing portfolio to c200 tenants to ensure Tenants are valued and ensure great customer experience throughout the journey.
- Work collaboratively with the Estates operational team to ensure tenants receive the best service, but in a sustainable manner with the correct allocation of responsibility for costs in the landlord and tenant contractual relationship.
- Contribute to and create successful partnerships and collaborative working relationships with a variety of internal and external stakeholders.
- Deputise for the Head of Commercial Property in his/her absence.

**PRINCIPAL RESPONSIBILTIES**
- Deputise for the Head of Commercial Property in his/her absence on personnel issues, stakeholder engagement matters and budgetary approvals.
- Manage multiple day to day relationships with tenants, develop and maintain positive connections and be the first point of contact for all queries.
- Manage multiple tenant enquiries / prospective tenant enquiries and queries from the Admin Team on availability property, while understanding the overall aims and strategies of the Port.
- Review and understand lease obligations to determine Landlord or Tenant repairs and provide advice to the Admin Team accordingly.
- Liaise and agree with the Estates Team on agreed repairs, pre-let works etc and manage tenant expectations on delivery.
- Responsible for and lead on FMIS requests via the Service Level Agreement - to verify only Landlord repairs are reported on the maintenance system.
- Manage and arrange all viewings on vacant properties and carry our negotiations within market rents and prepare delegated reports for CFO and CEO approval.
- Lead and agree all marketing materials with the Marketing Team - Working with the Marketing Manager to continuously develop an effective marketing strategy to maximise current and future occupancy levels and maintain most efficient use of existing and future property assets.
- Ensure and be responsible for all administration processes within the Admin Team to enable timely collection of any property debts and agree payment plans in line with port policies with Tenants.
- Approve Purchase Orders and verify correct coding for each department, where relevant.
- Have knowledge of and agree Service Charge Budgets with Estates Asset Surveyor and be responsible for the data input in the Property Management System.
- Responsible for the insurance data to be invoiced to Tenants on annual review and provide all the

relevant information to the Risk Department to facilitate Risk to assess the premium.
- Manage all legal compliance documentation on lettings, Fire safety, Legionella, Electrical & Gas safety, EPC etc and be responsible for the efficient transition of the property to the tenant. Noting meter reads, alarm codes, keys etc.
- Responsible for the annual review of all Tenancy Agreements within the estate and reissue at year end in a timely manner, with support of the Admin Team.
- Update the Asset Database to accurately record details of all acquisitions / disposals, land registration, boundary conditions, leases/licences, easements, etc.
- Ensure solutions are provided to satisfy tenant complaints and escalate where appropriate.
- Provide general property advice to other parts of the organisation.
- Agreeing dilapidation and other claims on managed land in conjunction with the Head of Commercial Property.
- Prepare vacant property reports and change of tenancy in line with Insurance and Risk requirements.
- Attend management and networking meetings as required.
- Other duties of a similar level as required.

**PERSON SPECIFICATION**

**Essential**:

- Qualified to degree level or equivalent in one of the following disciplines: planning, project management, estate management, surveying, or within the legal discipline.
- Hold or be willing to work towards a Professional Qualification within Property or Estates disciplines.
- Proven, demonstrable, substantial relevant experience in a similar senior position.
- Extensive knowledge of Estate Management legislative framework, industry standards and appropriate regulations.
- The ability to work independently with accuracy and attention to detail is essential.
- Excellent communication skills both oral and written.
- Excellent interpersonal skills, conflict resolution skills, the ability to work cross functionally and interreact confidently with multiple stakeholders.
- Excellent negotiation/influencing skills.
- Excellent planning, organisational and analytical skills.
- Competent at problem solving and delivery of continuous improvement.
- Excellent time management with ability to work to strict deadlines.
- Unders