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Property & Project Administrator

4 months ago

Mayfair, United Kingdom GKr London Full time

I'm proud to bring to market an exciting Property & Project Administration role I have been exclusively instructed on.
My client is an innovative and highly successful private family group with assets and investments across various sectors including within residential and commercial Real Estate, the hotel industry, asset management, development & refurbishment to name a fewof the areas they specialise in.
They are looking for an experienced Property Administrator to join their boutique family run Property business in the UK, London.
This side of the business specialises in managing a small portfolio of properties for high net worth individuals, liaising with external agents on lets, property management and compliance whilst also supporting the team with coordinating refurbishment projectson properties. You will be based in their boutique offices in Central London supporting and working closely alongside the two Directors.

**Salary**: £28,000 - £35,000 depending on experience
Office location: Central London (Mayfair). Office based full time during training period and then can be flexible to offer work from home 1 day a week.
Contract: Permanent | Full Time
Key responsibilities will include (not limited to):
Customer, client & supplier communications:

- Take calls from Tenants reporting maintenance issues and liaise with Landlords.
- Book and liaise with contractors for maintenance issues, keeping all parties up to date.
- Liaise with tenants relating to any queries with their tenancies and properties.
- Maintain strong relationships with external suppliers and contractors, coordinate works and keep all parties updated.
- Liaise with Banks and Solicitors when necessary.
Property Administration and Compliance:

- Liaise with agents when a property is becoming available for rent or sale and prepare collateral and content to market the properties.
- Liaise with tenants via external agents and talk through tenancy process.
- Conduct viewings on properties in the area where necessary.
- Organise check ins & check outs (move ins and move out) and ensure everything is in place for the tenant to move in/ vacate.
- Keeping track of service charge payments, checking statements are updated.
- Notify utility companies and local authorities of tenants leaving and new tenancy details to including meter readings and pay utility bills for properties.
- Arrange and carry out property inspections with tenants and report to Landlords with feedback/ condition of property.
- Compliance - monitor compliance tasks and arrange inspection Gas/EPC/EICR as and when due/ ensure these are updated and in line with industry regulations.
- Monitor rent arrears and follow arrears procedure for outstanding rents/ organise payment plans.
- End of tenancy process - liaise between Landlord and Tenant following the checkout and the return of their deposits, dealing with any dilapidations/ calculating deductions where needed and coordinating the end of tenancy process.
- Assist Directors with administrative duties
- Ensuring the office is kept tidy and presentable, well stocked and rent and utility bills are paid on time.
- Project Coordination - Project coordinating on refurbishment projects; arrange quotes for materials for projects, refurbishments and maintenance.
Invoicing & Finance Admin:

- Responsible for contractors invoices - ensuring payments are allocated and paid on time.
- Ensure supplier invoices are accurate and paid in a timely manner.
- Upon receipt of invoices cross reference these with work orders and authorise these for accounts to action.
- Prepare Vat Return every quarter and liaise with the accountant for submission.
- Track clients fees and make sure they are paid quarterly
- Track of all interest payments and making sure they are paid on time.
- Helping Directors and Book Keeper with Bank Reconciliations.
- Assisting with updating Sage monthly on bank statements
- Assist with reconciling quarterly VAT returns.
Ideal skills and attributes:

- 2 - 3 years' experience in a similar Property Administration role (Lettings or Property Management Administration), working for an agency or for a private client.
- Good understanding of residential lettings processes and compliance.
- Previous experience with project coordination/ refurbishment projects would be advantageous though not essential.
- Ideally degree educated - advantageous but not essential.
- Meticulous with excellent attention to detail.
- Used to working alongside senior stakeholders and a close knit team.
- Self-starter and able to work autonomously.
- Confident, articulate and proactive; excellent communication skills - verbal and written is essential.
- Proficient using Microsoft Word, Excel, Outlook and PowerPoint.
- Previous experience using finance software such as Sage or Xero would be advantageous.
- Keen to grow and develop with a company long term and keen to contribute innovative ideas.
- Good problem solving skills and telephone manner.