Job Purpose
To provide administrative and operational support to the Estates Facilities Manager, who has day-to-day responsibility for the management and operation of the Estate.
Supporting the monitoring and management of budgets to ensure costs, quality standards, and efficiencies are achieved to target.
- Develop a one team approach within the Estate to ensure we have a consistent and collaborative approach to the running of the Estate.
- Supporting the day-to-day operations of the Estate.
What we need:
A customer-facing facilities professional to join our London team, leading on the management of the Estate.
The candidate should preferably have Managing Agent experience and a proven track record in the facilities industry allowing them to hit the ground running in a challenging environment. They must be willing to take a hands-on approach to accomplishing tasks. We pride ourselves on providing a brilliant service so time management, the ability to work under pressure, self-motivate and prioritise are an absolute must. We are offering a real opportunity to grow within a company with a reputation for promoting and growing talent, working with an impressive client base.
Key Accountabilities
Principal:
- To support the Estate Facilities Manager in the effective management and operation of the Estate.
- The Management of tenant liaison, local stakeholder communication and administration management, including invoicing procedure.
Account Reporting:
- To provide accurate and timely compilation of accounting, turnover and footfall data for the presentation of reports and documentation for the landlord and respective parties.
Customer Relations:
- To respond to all customer correspondence in a timely and efficient manner.
- To ensure that all situations are given the necessary degree of attention and immediacy to ensure positive retrieval of rectification of the problem or incident.
Contractors and Suppliers:
- To support the management and control of all contract staff, to include all approvals of hours of working, staffing levels and rotas.
Retail Relations:
- Foster positive working relationships with all occupiers and aid whenever necessary to resolve problems, answer queries and achieve elevated levels of customer satisfaction.
- Coordinate maintenance visits between contractors / tenants. Provide work permits for all works that are undertaken on site and ensure all required RAMS & PLI are obtained from relevant contractors.
Health & Safety And Environmental:
- In conjunction with other staff members to operate the Estate in compliance with all health & safety and environmental legislation and regulations, adhering to procedures laid down and working towards stated targets.
- To co-operate with Ashdown Phillips as far as is necessary to enable Ashdown Phillips to always comply fully and with its legal duties regarding health, safety, environmental and welfare matters.
- To familiarise yourself with Ashdown Phillips’ health, safety, welfare, fire, and environmental arrangements.
Additional Responsibilities:
To assist the letting agents and other professionals / representatives appointed or representing the Client / Owner or Managing Agents in the execution of their transactions / tasks. This may include amongst others providing plans, communicating data, co-ordinating the site visits, entertaining prospective tenants, providing data including pedestrian footfall and undertaking any other reasonable tasks deemed necessary by Ashdown Phillips or the Clients / Owners from time to time and as required to achieve the investment objectives of the Estate.
Person Specification
These are the minimum key areas of knowledge, skills, and experience.
- Experience with the property management sector.
- Experience of administration tasks
- Friendly persona
- Effective communication skills
- Self-motivation with good diligence
- Experience of basic clerical duties and office procedures
- Good working knowledge of MS Office to a competent level within an office environment
- Can do attitude.
- The ability to see a task through to completion.
- Excellent customer service skills
- The ability to work as a team.
- Desirable Qualifications IOSH
