Job Description
Property Coordinator - Permanent, Blackwall (E14)Hours: 40 per week, 08.30am - 17.30pm Monday to FridayDuties & Responsibilities Deal with written and email correspondence related to the property management function.Plan and organise diaries and book meetings as required.Inform attendees of forthcoming meetings and prepare agendas as necessary.Upon request attend team meetings to take minutes.Attend grievance meetings and take minutes (across portfolio)Oversee the maintenance of filing systems both electronic & paper and to ensure that the Estate Office always runs efficiently.Liaising with internal and external stakeholders as required.Assist with property management activities and reporting including compliance data review, lease summaries, management framework agreements, infringement tracking etc.Assist with regular Site Inspections and provide accurate reporting.Assist in the production of reports and tracking documents relating to service charge budgeting.Assist in the compilation and maintenance of the landlord liabilities registers.Assist in compilation of the quarterly client reporting.To quality control correspondence and information before issue to tenants.Verbal and written communication and consultation with residents and leaseholders as and when required.To centrally track delivery and KPIs related to the property management function including lease statuses, service charge budgeting/demands/certified accounts, service charge credit control, landlord liabilities registers, operational issues, staffing/recruitment status etc.To pro-actively solve problems and recommend changes to make improvements.To ensure the resident database is up to date.Assist with Management packs preparation.Assist with providing guidance /training in admin tasks.Assist with S20 preparation and issuing.Be a key player with the co ordinating of onsite projects, including, but not limited too, collating project information, following up on deadlines and obtaining regular updates from the Projects team on the status of projects and liaising with the RSM to ensure these are issued to residents.Provide key oversight and coordination for various key Building Safety Act related programs of work/ tasks which may arise.Skills & Experience Exceptional written and oral communication skillsExcellent word processing and IT skills, including knowledge of a range of software packagesThe ability to work under pressure and to tight deadlinesGood organisational and time management skillsIRPM qualifiedExcellent administration skillsExperience of working in a project/property environmentAbility to communicate with all levels and areas of the business and with external partiesExcellent interpersonal skillsFlexibility and adaptability to manage a range of different tasks to meet deadlinesDiscretion and an understanding of confidentiality issues.