Estates Officer

Job Title: Estates Officer
Location: Hybrid - Office / Home based
Job Type: Permanent
Hours: 37.5 hours
Your role and responsibilities
Our client is a rapidly growing and exciting private sector organisation with a UK portfolio of around 300 properties. Due to continued growth, our client have a new and exciting opportunity for an Estates Officer to join their expanding Property team based from their HQ in Solihull.

Reporting to the Head of Estates, you will increase the capacity of the team to deliver short, medium and long term group property objectives.
This is a key role within the business engaging with many departments and associates across their network of properties troubleshooting day to day property management issues. The position is ideal for candidates with a background in commercial real estate property management who are familiar with industry and legislative terminology and processes. You will have the opportunity to grow in this role and is ideally suited to those wishing to work towards a career as an Estates Manager.
Acting as the critical central point of contact, you will handle all incoming calls and correspondence (both internal and external), related to estate management on a day-to-day basis and know how to triage or escalate as needed in a diligent, professional and timely manner.
Relying on your experience and excellent customer service skills, you will be able to successfully manage basic property management issues and resolve these issues with all relevant stakeholders including the Construction & FM team.
You will be able to properly scrutinise buildings insurance, service charges, business rates, council tax and other lease costs in order to mitigate estate overheads. It would be ideal if you have experience working closely with Finance teams to ensure accurate payments are then made in a timely manner following them through various authorisation routes to payment.
Experience liaising with internal and external stakeholders including facilities management, landlords, their managing agents and surveyors will be key as you will be expected to manage site visits, coordinating access to our sites with all relevant parties.
The role requires an individual who has exceptional organisation and administrative skills which will be needed to:

• Onboard new acquisitions/ sites including all property related documentation and setting up new suppliers for payments of rent, rates, insurance etc.
• Support with void property management, maintaining relevant records.
• Handle incidents and subsequent insurance claims, coordinating with all relevant stakeholders.
• Ensure the team is working to SOP's and supporting the Head of Estates with developing these to aid continuous business improvement.
• Assist in the preparation of a variety of different internal and external professional reports.
• Assist the Head of Estates in developing and maintaining the groups Property Asset Register/ database including playing a key role in any data collection/input projects
• Ensure robust document management and property information systems are maintained.

Required skills:

• As Estates Officer you will often act as the first point of contact dealing with incoming enquiries and correspondence, you will be expected to demonstrate a high standard of customer care.
• Ability to demonstrate a track record of being highly organised with examples of how you can demonstrate managing different workstreams.
• Proficient at MS Office including Word, Outlook, Excel and Teams.
• Experience working as part of a dynamic team of surveyors in an environment with commercial property.
• Understand and have experience in reading and interpreting lease agreements (and other legal documents) to a basic level and summarise findings.
• Collaboration with the finance team will also be needed to ensure rents and other legal and financial liabilities are paid on time and support will be needed with populating reports to support cost mitigation strategies such as business rates.
• You will have regular liaison with landlords and their agents and will always strive to assist in developing positive relationships wherever possible.
• Attention to detail will be important as well as having excellent problem solving skills, often required to convey complex information in a range of formats.
• You will be able to tailor your communication style to different stakeholders to ensure that the correct message is received and understood.
• You will be comfortable operating reactively operationally whilst maintaining a varied workload working in a sometimes fast paced environment.
• Experience in the occupier sector within clinical environments will be an advantage, but is not considered essential.

Generally, you will have a thirst for knowledge and eagerness to learn and grow along with the business. Whilst the role can be home based you will be expected to work from our clients office at least 2 days a week to foster great working relationships with other teams. Travel may also be required across the UK to assist with site visits, so you must have a full UK driving license and have access to a roadworthy vehicle. In return you will have exposure to many exciting projects working alongside experienced professionals across a range of disciplines, to deepen your knowledge and widen your existing skillset.

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