Assistant Property Manager - Gateway Central And West, White City Place

Purpose of the Role

Assist the Senior Property Manager & Engineering & Energy Manager in the execution and delivery of all services pertaining to the operational management of the properties. Act as deputy to the Senior Property Manager. Contribute to the safety and wellbeing of all users of the building to deliver a world class workspace campus.

Key Responsibilities

Management and Operations :

• Support the Senior Property Manager & Engineering and Energy Manager in advancing good client relations with appropriate occupier representatives; propagate open communication and flow of information on building issues
• Support and assist the property team in procuring quoted costs and other appropriate information to facilitate the production and subsequent management of the building service charge budget
• Alongside with the Senior Property Manager, assist to overseeing site-based service providers (Reception, Cleaning, Landscaping, Security, Vertical Cleaning): Ensuring that services are delivered to agreed levels.
• Liaising with and assisting various non site-based service providers.
• Scheduling service visits and ensuring that visits take place. Service delivery checks. Requesting and maintaining record of visits reports. (landscape, internal plants, pest control, Sanitary collections, waste collections and other)
• Building and perimeter checks – internal and external cleaning checks, equipment and waste room checks and other ad hoc checks.
• Support the Senior Property Manager in undertaking inspections of completed project works
• Scheduling meetings, preparing agendas and minutes (regular occupiers, client, service providers and team meetings) Distributing documents and uploading records on Sharepoint /SEM/Datastation. Attending and on occasion chairing meetings.
• Support the Property Manager & Engineering & Energy Manager with all aspects of routine correspondence and lead on administrative duties to support the efficient running of the building management suite. Site inductions for new team members.
• Creating and updating building procedures and documents.
• Stock control and orders of stationery, welfare supplies and other supplies as required - including uniforms, badges, office and building equipment.
• Creating and updating Annual Service Tracker and other soft services records.
• Service Excellence Metrics (SEM) – Delivering service in line with Savills requirements and completing assigned SEM tasks.
• Take ownership of the Savills and Client’s vision and values ensuring that they are fully integrated in to all of the buildings services
• Manage the computerised building help desk, Forsite contractor monitoring, locker system, e-chargin system and Datastation systems.
• Assist the Events team to deliver the events and enlivenment programme
• Assist the Senior Property Manager & Engineering & Energy Manager and ESG Manager is delivery of the ESG programme
• Familiarise with and help implement the client’s ESG Strategy, Action Plan and Targets
• Keep up to date with Savills sustainability strategy, CSR initiatives and well-being offerings, and proactively get involved where you can.
• Promote an inclusive, diverse and healthy working environment/atmosphere for your team, supporting innovation and sustainable best practices.
• Get involved with and support Managing to Give (MTG) initiatives at your workplace and regional/national initiatives where you can (Some examples include supporting fundraising events, linking in with local charities and volunteering, promoting and sharing successful MTG initiatives internally, suggesting MTG initiatives).
• Manage agents visits for future tenants

H&S and Compliance:

• Support the Property Manager & Engineering & Energy Manager in ensuring that health & safety, emergency procedures and safe working practices are enforced and conform to current legislation. In the absence of the Senior Property Manager & Engineering & Energy Manager to take control of any emergency situations and execute evacuation plans.
• Follow up H&S documents from occupiers and service providers - Requesting documents due to expire and maintaining records.
• Checking / maintaining record of service providers trainings, certificates, and procedures acknowledgments
• Assist the Senior Property Manager & Engineering & Energy Manager ensure building audits and log books are being completed and updated regularly as per company policy
• Work with the Senior Property Manager & Engineering & Energy Manager reviewing permit applications ensuring all relevant sections are completed as per Risk Assessments and Methods Statements

Financial and accounting:

• Supporting Senior Property Manager with budget trackers, invoice trackers, recharge records etc. Proactis and Compass systems.
• Assist with the tracking and processing of service invoices and the production of management accounts
• Issuing POs and recharges where applicable. Ensuring quotes and POs are uploaded in relevant folders.

General:

• Provide support and assistance to the wider Estates Team when required
• Other duties as directed

• Work with the site team, client and service partners to come up with initiatives and innovations to constantly improve processes and delivery of services for the estate.

• Participate and contribute to site-wide forums, discussions and network events.

• Contribute to the ongoing development of a positive, confident, high-performing site-wide team.
• Support contractor invoicing and assist with a timely reconciliation process and PO management
• Assist in the lodging and monitoring of insurance claims where necessary
• Assist in the arrangement of stakeholder visits when required

Above list is not exhaustive and highlights main and most frequent duties.

Skills, Knowledge and Experience

Candidates will be required to demonstrate the following:

• Self-motivated, able to work on own initiative.
• Excellent inter-personal skills and a strong commitment to customer service.
• Some understanding of property management.
• Effective people management skills.
• Excellent communications skills and ability to deal with tenant issues on a day today basis.
• Good time management skills able to respond to deadlines.