Property Team Administrator

5 months ago

Crawley, United Kingdom SHW Full time

SHW is an independent multi-disciplined property real estate advisory business.

We are currently recruiting for a part-time Property Team Administrator on a Fixed Term 18 Month Contract to undertake all administration tasks for the Property Management Division to ensure the efficient day-to-day management of all properties under instruction.

**Key responsibilities**:

- Complete or update prescribed forms for review and approval by Property Manager for data to be inputted into Qube, our Property Management Database.
- Proactive diary management.
- Prepare and maintain records of and diaries for inspection of managed properties and ensure Qube inspection diary is up to date.
- On instruction, complete via Qube workflow. Keep the Property Manager and tenants up to date with the progress of works.
- Uploading documentation onto PRISM software and checking Property Managers’ outstanding tasks on their Task Manager.
- Assist with the obtaining and collating of utility data & uploading onto Siera and other team data.
- Assisting the Property Managers in the recharging of insurance premiums and utilities.
- Assisting Property Managers with the credit control and collection of arrears. including running of arrears lists and downloading arrears and rent collection data from Qube.
- Assist in preparation of pre-contract enquiries and documentation.
- Maintain accurate records of insurance claims as instructed by the Property Managers.
- Liaise with Solicitors and other parties in regard to fees for pre-sale management packs.
- Ensuring that an organised electronic filing system is kept and important documents saved correctly.
- E-mails, letters, telephone and meetings. Daily use of Microsoft office functions & other PM systems (Qube / SafeContractor/PRISM).
- To attend to all other general administration matters for the department including e.g. ordering of stationary, booking of conferences, managing a key log (including which contractor has taken keys and ensuring they are returned) and the key safe etc.

**Person specification / Knowledge / Skills / Experience required**:

- Ability to work on own initiative and within a Team.
- Confident telephone manner and ability to organise diaries.
- Able to coordinate one-off and cyclical meetings using MS Teams.
- Excellent knowledge of Word & Excel to assist Property Managers/Facilities Managers to prepare spreadsheets but not limited to cash flow forecasts and budgets as well as the ability to learn how to use new systems such as Qube and PRISM.
- Organised and can easily prioritise workloads.
- Motivated and committed to doing a good job.
- Willingness to learn.
- Excellent communication skills.
- Helpful and reliable personality.
- To have a good working relationship with colleagues and be able to ask for help when needed and offer assistance to others.
- Knowledge and experience of using CRM software -Qube.

The position is part-time working 15-20 hours per week. At present the hours are flexible depending on the successful applicants requirements to cover a full time role.

**Job Types**: Part-time, Fixed term contract

**Salary**: £9,900.00-£14,300.00 per year

**Benefits**:

- Company events
- Company pension
- Life insurance

Schedule:

- Monday to Friday

**Experience**:

- Administrative: 2 years (required)

Work authorisation:

- United Kingdom (required)

Ability to Commute:

- Crawley (required)

Work Location: In person

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