Estate Management Coordinator
3 weeks ago
Key Responsibilities:
Provide comprehensive administrative assistance to the Head of Estate Management and the Estate Manager. Collaborate with the Estate Management Team to uphold company policies and quality standards.Work Conditions:
This role entails a flexible schedule within a 40-hour work week, typically Monday to Friday.
Working Hours:
Specific working hours will be established with the Head of Estate Management, subject to business needs, which may occasionally include non-standard hours. Core office hours are from 08:30 to 17:30 with a one-hour lunch break, Monday to Friday.
Main Duties:
Prioritize tasks to ensure deadlines and objectives are consistently met. Update and manage the primary database of resident information for the estate. Regularly refresh the Resi-Sense portal as directed by the Estate Manager. Process subletting and resident details forms as required. Oversee the estate's purchasing order system. Distribute Welcome packs to new tenants and lessees, followed by necessary follow-ups. Manage car parking allocations and related correspondence. Handle car and motorbike rental details on behalf of the estate. Maintain updated car park spreadsheets for current vehicles and security patrol allocations. Provide options for parking agreements from the estate or identify leaseholders willing to rent. Register new tenants' vehicles with the parking system and update records accordingly. Register new vehicles for charging pods as per established procedures. Maintain the utilities database and liaise with service providers. Coordinate with Clubhouse operators regarding communication and operational matters. Manage telephone inquiries and follow up as necessary. Handle email correspondence and keep the team informed of ongoing issues. Welcome clients, residents, and contractors as needed. Provide reception duties within the estate management office. Manage all written correspondence on behalf of the team. Organize the Head of Estate Manager's schedule for optimal time management. Notify attendees of upcoming meetings and prepare agendas as required. Attend and document meetings as directed, distributing minutes afterward. Participate in occasional evening meetings with residents as instructed. Maintain both electronic and paper filing systems for the property management team. Liaise with various stakeholders including Estate Management, Estate Agents, and tenants. Maintain a list of approved contractors and liaise with Health & Safety consultants. Manage incoming mail and distribute it appropriately. Send circular letters or email updates to residents as requested. Assist with all aspects of property management as directed. Perform general office tasks including photocopying and handling mail. Adhere to relevant legislation and budgetary constraints. Conduct market research on competitor operations as directed. Proactively identify problems and suggest improvements. Generate reports for the team as required. Order and maintain office supplies in coordination with the Head of Estate Management. Process invoices for estate-related transactions. Keep track of issued passes and manage reordering as necessary. Update relevant documentation and training records. Register new leaseholders and tenants with the designated company. Maintain the greenhouse gas inventory on a monthly basis. Provide support for internal maintenance as needed. Contact utility providers for necessary updates and information. Update the complaint and incident tracking system. Manage monthly expenses and keep the budget tracker up to date. Organize pet licensing as required.-
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