Administrator - Business Support

5 months ago

Glasgow, United Kingdom Lambert Smith Hampton Ltd Full time

**Job Title**: Administrator

**Department**: Business Support

**Location**: Glasgow

**Key Focus of Job**:
his role is responsible for providing a professional and efficient administrative support service across the Scottish offices by carrying out key support tasks as follows.

**General office tasks**:

- Format correspondence, reports and other documentation in line with appropriate specifications and to a high standard within agreed deadlines
- Establish and maintain effective systems for filing, information retrieval, and for the reproduction of documents when required
- Assist with travel and accommodation arrangements where required

**eBIS Internal Accounting System**:

- Fee notes
- Credit notes
- Purchase Ledger coding
- Cash expenses
- Month-end report running for fees and reconciliation of all billed income

**Audit and Compliance**:

- Job set-up and opening
- Conflict of Interest checking
- AML checks for Property Management, Building Consultancy and Capital Markets

**Marketing**:

- Upkeep of client mailing lists
- Assist with marketing and social events
- Provide Marketing support for Scotland team
- Liaise with National LSH Marketing Team and provide guidance to Scottish offices
- Co-ordination of press releases and social media

**P**MG Support**:

- Service charge management
- Working with colleagues to keep a copy of the current Budget for each managed property in Scotland on a central database
- Compile a central database of Tenant accounts and property contacts for each multi let property
- Send each Tenant a copy of the new budget, noting their new annual allocation on account and with accompanying LSH standard template and notes
- Track year-end reconciliations with surveyors and Accounts Team and ensure surveyors are actioning drafts
- On completion of service charge reconciliation, prepare service charge year-end pack to send to Tenants, with accompanying notes and letter in event of overspend
- Provide surveyors with quarterly variance service charge reports identifying any overspends

**Other PMG Support Responsibilities**
- Maintain property allocation lists, annual property inspection and service charge budget Tracker up to date.
- Assist with preparing and issuing client reports
- Prepare and issue meeting invitations/room bookings and conference call details as required
- Prepare quarterly arrears lists for checking by surveyor Maintain Property Management Agreement Log
- Produce inspection reports and assist with issuing Tenant follow-up letters
- Liaise with suppliers on basic invoice queries as directed by the FMs, e.g. requesting copy invoices or breakdown of charges
- Process expenses

**Office equipment management, including**:

- Local IT support where necessary (mobile phone set-up, etc.)
- Equipment repair managementSupply management (toners, stationery, kitchen supplies)

**Archive Management**:

- Dead file box retrieval; dead filing compilation; inventory reviews

**General Office Assistance**:

- Provide back administration support for Valuation in local secretarial absence
- Meeting room diary and provision of refreshments
- Assistance with team social events
- Maintain a clean and tidy office and kitchen

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