Property Administrator

Location: Hertfordshire
Salary: Competitive
Type: Full-time

Job Summary:            
To professionally assist the property team as required to ensure the smooth & efficient running of the group property department.
Property responsibilities to include but not limited to:
  • Arrange inspections for Landlords, Agents and Contractors and be the first point of contact for external property queries across all retail brands
  • Prepare various property reports:
  • Fortnightly property meeting sign off reports
  • Property change notifications
  • Maintain the master critical dates report
  • Collate property updates for the monthly brand Board meetings
  • Keep up to date and on top of all invoices, accounts liaison and chasing completion monies
  • Arrange payment of invoices for fees and disbursements including the preparation of financial transfer requests for completion statements, SDLT payments etc.
  • Prepare budgets in conjunction with the property team and external agents
  • Co-ordinate the renewal of street licences for all brands
  • Chase for information/gather data on a regular basis
  • Verification of property completion statements
  • First point of contact for the external rating consultants to include confirming rating refunds, verification of fee invoices and general rating queries
  • Coordinate with finance, operations and other internal departments on all property related matters
  • Assist the Head of Property, Development and Maintenance with the management of the energy, gas and water supplies for the Group in conjunction with the utility broker
Administration responsibilities to include but not limited to:
  • Provide administration support:
  • Mail merges
  • Running reports
  • Mail - incoming & outgoing management
  • Letters
  • Database management
  • Filing
  • General office paperwork
  • Archive electronic records and files
  • Diary management & booking meeting rooms (we are currently using Google products plus excel)
  • Excellent inbox management and prioritisation
  • Inputting the weekly payroll hours
  • Ensure all bookings in the diary are accurate and up to date
  • Maintain office supplies & order stationery
  • Manage all incoming calls and deal with queries appropriately where possible and/or take accurate messages and reliably pass these on
Background required:
  • Background in property administration in a fast moving/demanding business, ideally within retail preferred but not essential
  • Proven secretarial/administration skills
  • Proven experience of diary and time management for individuals with multiple “roles” or more than one senior manager
  • Proven track record of consistently delivering high quality work on time
  • Very high level of accuracy and excellent literacy/numeracy
  • Geographical knowledge of the UK would be advantageous
  • Understanding of commercial, retail property leases required
Essential Skills and knowledge:
  • A polished self-confident individual who will be able to establish and sustain strong working relationships across the business & within different locations
  • Excellent written & oral communication
  • Commercially astute
  • ‘Can-do’ attitude & ready to get involved at all times & a team player
  • Fast learner – adapting to new processes in times of change
  • Flexible, happy to pick up and deliver a wide range of projects or tasks
  • High levels of energy and enthusiasm, but able to remain calm and focussed in pressurised situations
  • Loyalty, reliability, passion & commitment to the job
  • Tenacious, resourceful, organised, adaptable & never fails to deliver
  • Highly professional, presentable & personable
  • Absolute discretion
In return we offer:
  • Competitive salary & benefits
  • Work in a culture that supports development & learning with strong team working ethos
  • Generous holiday & discounted products within the group
Closing Date