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One of our clients is looking for an Estate Administrator to join their team in a Luxury Residential Building based in Hayes.
About you:
- Previous experience as an administrator.
- Have a 'can do, will do, with pleasure' attitude.
- Excellent customer service.
- Live within close proximity of the building.
- Excellent communication skills.
About the role:
- Salary of £26,000 to £28,000 per annum.
- Work will be a mix of in office (estate based) as well as around the development as required. This is not a position where you will be sitting in the office for the duration of the role.
- This position will involve a 35-hour working week, Monday to Friday between 08.00am and 16.00pm with a one-hour unpaid break. (Note: there will be times of lone working requirements).
- Working times will be agreed with the Development Manager, which may vary on occasions subject to business requirements and can involve some occasional anti-social working hours.
Main Duties:
- To provide a high level of administration support to the Development Manager.
- To be a part of team maintaining the policies, company rules and to provide consistent quality work.
- Prioritize work to ensure that deadlines and targets are met within the appropriate time scales.
- Coordinate basic works which includes dealing with contractors and estate staff accordingly.
- Good written grammar is a necessity, as the administrator will be required to draft correspondence.
- Dealing with resident enquiries as and when appropriate and escalating accordingly.
- To update and, when required, facilitate the sale of fobs and remotes. Program as required.
- To liaise with contactors when they attend site and manage the handling of keys. This will include following up with contractors where they have not returned to the estate office by the end of the office working day.
- Update, amend, maintain & manage the main database of information for the estate. This is to include Welcome packs, Purchase Orders, HSMS folders and DataStation or any software system that may be implemented.
- Manage the estate purchase ordering software system, placing PO's as necessary. This is currently managed through MRI Qube.
- Send out Welcome packs (electronically) to all new tenants & lessees, with follow-up to all non-received details.
- Communicate with the car parking company (temporary and permanent), administer all related correspondence relating to this.
- To take water meter readings upon request of a resident
- To take estate water and electricity meter readings on a monthly basis.
- Look after fingerprint clock in system and deal with invoices in accordance with recorded attendances.
- Deal with telephone enquiries together with any associated follow-up.
- Deal with email correspondence and replies as necessary, keeping team updated with current issues.
- Meeting and greeting clients, residents & contractors as required.
- Deal with all written correspondence on behalf of the team as required.
- Maintain electronic filing systems associated with the administration role.
- Liaising with Development Manager, Estate Agents, Lessees, Tenants, Surveyors, and Barratt personnel as required.
- Regular checking of the estate internal postboxes across the estate.
- Send out circular monthly newsletters, letters/email updates to residents and lessees as requested by the Development/Assistant Manager.
- Assisting with all aspects of estate management as directed.
- Any other office related tasks as required.
- To adhere to the Landlord & Tenant Act and work within the approved budgetary constraints as directed by Estate Management.
- To pro-actively solve problems and recommend changes to make improvements.
- Produce reports for the Development Manager as directed. This will be to include, gym usage, Collating DataStation into an excel spreadsheet (or software in use at the time).
- To manage and order as necessary the stock/order system for cleaning, stationery and first aid supplies.
