Property Coordinator

Job Description: Property Manager Coordinator

Location: Finchley

Hours; 0900am to 530pm Monday to Friday (Attendance to out of hours meetings may be required). We also consider flexible working between the hours of 0800-1830hrs which are agreed in advance.

Dutieswill include but are not limited to;

• Property Manager support / Triage services
• You will be allocated to a Property and / or Senior Property manager to work alongside, in addition to a selection of properties within the portfolio.
• You will be the first point of client / customer contact for day to day queries and will need to triage telephone and email communications and where necessary escalate to the appropriate level of hierarchy.
• Call handling; answering switch board calls, taking detailed messages for office based staff or assisting clients & customers where possible with immediate assistance.
• Written communications; sending holding emails to all incoming Info@ and customer emails for properties in your designated portfolio (and those of other coordinators in their absence) on behalf of the relevant property manager if you are unable to respond to the query personally.
• Contractors & orders; you will source quotes for review by the property manager for soft services.
• Raise purchase orders on QUBE under instruction from the property manager and issue to contractors or service providers.
• You will collate all service reports, certifications and where applicable inspect conducted works before approving invoice payments up to a level of £500.00
• Contracts; Ensure that all contracted services have a current signed contract held on the property file, that the contract is listed on the preferred supplier list, and has relevant up to date insurance documents.
• Chase contractors for renewals
• Electronic updates; you will be responsible for keeping up to date the property files within your portfolio. Ensuring that the standard template sub folders are utilised, archiving documents where required.
• You will also be responsible for uploading documents to the compliance tracker Quooda, in addition to investigating through organised site inspection, instructing orders and closing / updating risks on the Quooda risk portal
• Property trackers ; populate and manage tracker templates on outstanding works, complaints and insurance claims on all properties under your portfolio allocations
• Assisting with updates for sickness / holiday leave for others on their trackers.
• Insurance claims;
• Notifying insurers on potential claims
• Organise relevant contractor attendance, file all related documents using the insurance procedure.
• Act on behalf of the company as Customer or client liaison in regards to claim status updates. Inspect works were applicable prior, during and upon completion of works.
• Maintain Insurance Tracker Liaise with other departments such as accounts in regards to incoming & payment allocations.
• Site inspections;
• Conduct building inspections when scheduled on your rota, report and action issues highlighted in timely manner, ensuring all inspection reports are filed in the property file.
• Assist the manager in addressing and closing sown issues identified in their own inspections.
• Attend resident surgeries and other customer / client meetings - take notes, and transcribing into distributable version no later than 4 days after the event.
• Customer service Sundries:
• Create a template of sundry information and any related costs for each property. Including ordering any programming processes for FOBS / Keys/ Parking Permits etc.
• Customer communications: Prepare up to date information to the relevant responsible manager for building newsletters and update notices / portals, to include information on scheduled works or interruption to services.
• Complete mail merges as requested by Property Manager.
• LPE1; Assist with pre-sale enquiries, (LPE1) collate info required and pass to manager for review and approval. Update the FEE tracker with all required information upon completion.
• Complaints; Maintain a complaints register, escalating to the senior manager responsible in accordance with complaints procedure
• Team Support; Supporting other team members; be ready to assist colleagues who may require assistance with mail outs, calls, and customer communications at busy times , and cover annual leave
• Site based Teams; You will be the first point of contact for site based teams and will be responsible for accepting annual leave requests under 5 days, logging annual leave dates onto the combined rota.
• Assist in organising site cover with preferred suppliers when internal cover is not sourced.

Skills Required;

• Knowledge of Microsoft office applications
• Knowledge of Microsoft Outlook
• Excellent telephone manner
• Experience working in property management sector.

Preferred

• AIRPM, Assoc RICS
• Knowledge of leases
• Knowledge of H & S, Risk assessments etc
• Knowledge of Qube
• Awareness of property management legislation

If this would be something of interest, please apply with your CV.