Estates Management Assistant

4 weeks ago

Birmingham, Birmingham, United Kingdom CBRE Full time
Job Title: Estates Administrator/Assistant

We are seeking a highly organized and proactive Estates Administrator/Assistant to join our team at CBRE. As an Estates Administrator/Assistant, you will play a crucial role in supporting the Estate Management Team in delivering exceptional service to our clients.

Key Responsibilities:
  • Manage the Estates inbox and helpdesk, ensuring timely and effective resolution of client queries and issues.
  • Oversee the management of inspection inboxes and access requests, ensuring seamless communication with clients and stakeholders.
  • Deal with or pass on issues that come in via post, maintaining a high level of customer satisfaction.
  • Manage the dashboard, a central place for key documents, ensuring accuracy and up-to-date information.
  • Oversee the Xmas holiday tracker, ensuring a smooth and efficient process.
  • Manage folder organization on Outlook and S drive, maintaining a clutter-free and organized workspace.
  • Generate and post letters as required, ensuring timely and professional communication.
  • Arrange meetings and workshops, coordinating with team members and stakeholders.
  • Prepare packs for meetings and issue minutes, maintaining a high level of professionalism.
  • House list preparation, ensuring accuracy and up-to-date information.
  • Manage the delivery of all EM/TM reports, ensuring they are up-to-date and in line with CBRE's corporate standards.
  • Work closely with the Data Management Team on data projects, ensuring seamless delivery of the service across the account.
  • Support and manage the inspection tracker, ensuring the team meets inspection KPIs.
  • Support FBP with fee invoicing and chasing debtors, updating CIQ as required.
  • New starter setup and process leavers, ensuring a smooth transition.
  • Support account-wide initiatives to manage day-to-day operations more effectively.
  • Responsible for BIDs, maintaining accurate records and ensuring timely completion.
  • Collate tenant contact details, ensuring accuracy and up-to-date information.
  • Maintain a tracker for TAs, ETNs, and ECNs, ensuring seamless communication with clients and stakeholders.
  • Create and maintain the Account Reporting Calendar, ensuring accuracy and up-to-date information.
  • Prepare quarterly insurance reports, overseeing responses to MAB queries as the main point of contact.
  • Responsible for managing 3rd parties, including H2 Savills and VPS, ensuring seamless communication and collaboration.
  • Manage the day-to-day document signing process, working closely with TM oversight.
  • Manage the conflict tracker, ensuring timely and effective resolution of conflicts.
Supporting the Estate Management Team:
  • Instruct the Data Management Team on database changes, ensuring seamless integration.
  • Prepare and circulate Estate Completion Notes on completion of transactions, maintaining a high level of professionalism.
  • Manage squatters, abandoned cars, assets of community value, and compliance requests from landlords, ensuring timely and effective resolution.
  • Deal with requests for plans, leases, and other documents, maintaining a high level of customer satisfaction.
  • Support the team, including CBRE clients and stakeholders, with general queries and requests for documents and EPCs.
  • Ensure service delivery is compliant with agreed procedures, SLAs, and KPIs.
  • Deal with repair requests and title checks from clients, tenants, and 3rd parties, ensuring timely and effective resolution.
  • Assist EMs in arranging inspections, ensuring seamless communication and collaboration.
  • Provide support to EMs with microcells, creating new BUNs and maintaining the database.
Requirements:
  • Proactive and highly organized, with excellent time management skills.
  • Client-oriented, capable of adapting to a changing and demanding environment.
  • Familiar with commercial leases, with a strong understanding of property management principles.
  • Experienced in Microsoft packages, particularly Excel, PowerPoint, and Teams.
  • Attention to detail, with a strong focus on accuracy and quality.
  • Ability to work under time pressure, meeting deadlines while managing conflicting priorities.
  • Strong communication skills, with excellent written and verbal communication.
  • Very responsive to emails and enquiries, with a high level of customer satisfaction.
  • Experience in the use of Horizon or any other property database would be an advantage.

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