Estates Assistant

**Estates Assistant & PA to Head of Estates**

**Location: London**

**Hours: Monday - Friday**

**Salary: £30,000 - £40,000PA**

**Previous experience within block/estate management is essential**

**Brief summary of the role**:

- To support the department and the wider business in the successful delivery and management of all estates within the portfolio
- Ensure full compliance with Landlord and Tennant duties, our client's operational practices (including H&S protocols risk assessments and close outs) and any other relevant leasehold legislation
- Take ownership of all administrative and reporting functions within the team and actively support the team in calendar and meeting management
- Act as personal assistant to the Head of Estates and support the role in all its business needs

**Main duties of an Estates Assistant**:
Estate Management and Team Support Functions
- Support the team in the creation and management of the various Estates packs, reports and in coordinating and administrative duties of business-critical meetings
- Work with the managing agents and third-party contractors to ensure that they understand our client's business motivations, acting in accordance with our client's high standards and expectations
- Carry out monthly site estate inspections and review agent’s estate monthly reports (on sites under direct management)
- Attend monthly meetings with the managing agents to go through H&S, finance and general management items
- Deal with customer queries quickly and efficiently in order to mitigate any escalation or complaints and monitor managing agents to ensure the same is done
- Attend, when required, out of hours business meetings
- Liaising with other teams within the business to ensure that estate management matters are dealt with appropriately and efficiently
- Assisting on management tenders for new developments and/or re-appointments
- File keeping and database management
- Manage department’s invoices and purchase order needs
- Liaison person for our client's (NEL) insurance administrative duties
- Act in accordance with the company Sustainability Framework
- Act in strict confidentiality in all duties as personal assistant
- Support the wider business support team in all business needs (e.g. meeting management, event organisation)

Profit Forecast
- Support the department and wider business in achieving set targets

Deliver Customer Service Excellence
- To maintain the our client's brand and assist in delivery of a quality product leading to positive customer satisfaction beyond handover and development occupation
- Consistently work to a high standard and look for ways to improve current working practices and processes for the benefit of customers and our client
- Liaise with the project and customer service departments as required Comply with Departmental processes, procedures and reporting
- To ensure Estates processes and procedures are followed
- To demonstrate attention to detail, whilst ensuring that tasks are completed on time

**Personal Qualifications, Experience & Attributes**
- Excellent written and verbal skills
- Competent / advanced skills in all Microsoft packages
- Suitable experience or a professional qualification in Property Management, or working towards it. (e.g. IRPM)
- The ability to effectively control emotions when exposed to difficult situations
- The aptitude to be able to adopt a pragmatic and common-sense approach and demonstrate a sense of ownership at all times
- To operate with consistent effort, overcoming obstacles in order to achieve a goal
- To be self-driven with a willingness to learn, adopting a ‘can do’ mentality and work ethic
- Good organisational and diary management skills to enable completion of all tasks required on a monthly basis with the capacity to be able to pick up reactive issues
- The ability to enjoy working independently and be self-motivated
- To be able to work well and compliment the dynamic of a small team as well as the ability to work with wider internal and external groups
- Have a positive and polite approach to work and a general positive attitude and demeanour
- Be mindful at all times of business sensitivity and confidentiality and act accordingly

**Job Type**: Permanent

**Salary**: £30,000.00-£40,000.00 per year

Schedule:

- Monday to Friday

Application question(s):

- Have you worked in block/estate property management

Work Location: In person