Property Assistant

1 week ago

Glasgow, United Kingdom James Gibb residential factors Full time

**Responsibilities**

As Property Assistant, you will be responsible for providing a small team of Development Managers with support and assistance with a range of administrative duties.

**Duties**
- Raise job orders for repairs within agreed timescales, liaise with client/contractor until completion
- Request RAMS for specific works such as ‘Work at Height’
- Action daily ‘Out of Hours’ reports, liaise with Development Managers where required and assist with the call centre script and on-call rota
- Update client portal where necessary with relevant/urgent information
- Liaise with Development Managers to ensure that all regular and statutory inspections are carried out (emergency lighting, annual gutter cleaning etc) and ensure that all details are recorded in CPL with reminders set
- Set up Estimates/Proposed Works/major projects on behalf of Development Managers, chase any outstanding payments and update Development Managers on status regularly
- Instruct approved Insurance contractors, liaise with client/contractor/insurer/loss adjuster as required until completion
- Issue bi-annual permits to developments where car parking schemes are in place, manage requests for replacement permits and cancellation of Parking Charge Notices issued in error
- Review/update Warranties & Maintenance tab in CPL in conjunction with Development Manager
- Review/update Approved Contractor detail per development in CPL
- Issue, review and update Service Level Agreements with Contractors in CPL
- Assist Development Managers in approving proposed invoices
- Assist Development Managers by attending AGM’s, manage attendance register and take minutes of the meeting
- Upload Development Managers on-site inspections
- Submit electricity meter readings, highlight any issues to the broker/Development Manager and manage to conclusion
- Assist with log movement of development keys
- General admin duties which include - photocopying, scanning, etc.
- Assist in reception duty cover (including answering telephone, dealing with enquiries, taking messages, distribution of incoming mail, dealing with visitors to the office, receiving and recording payments, issue/receive and log movement of keys) as required
- Adhere to all Company policies and procedures and assist with creating and updating processes and procedures. Assist with training of new and existing staff

**Required Knowledge and Understanding**
- Excellent communication and IT skills
- Polite telephone manner with a smile in your voice
- A high level of personal organisation and attention to detail
- Initiative and a positive attitude
- Ability to work to deadlines and under pressure

**Job Types**: Full-time, Permanent

**Salary**: Up to £20,000.00 per year

**Benefits**:

- Additional leave
- Company pension
- Life insurance
- Sick pay

Schedule:

- Monday to Friday

Supplemental pay types:

- Bonus scheme

COVID-19 considerations:
All our offices are COVID risk assessed with appropriate precautions in place to ensure the health and safety of all our employees.

Work Location: One location

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