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Description
Our client is looking for an Estate Administrator in West London.
This is a mixed acive and office based position where you will be required to compleate admin duties whilst also carrying out patrols of the development with regular building checks.
Rota: Monday to Friday, 8am - 4pm
Location: West London
Duties:
- To provide a high level of administration support to the Development Manager.
- Maintaining the policies, company rules and to provide a consistent high quality of 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 and 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.
- Manage the estate purchase ordering software system, placing PO's as necessary.
- 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 the Developer 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.
Other Responsibilities:
- To know, understand and demonstrate the Employee principles.
- Assist where necessary with any other reasonable tasks or duties when assigned by the Development or Assistant Development Manager.
- To help to create a 'can do, will do, with pleasure' culture within all aspects of the team
