Property Assistant

Job description

As part of the Property Team this role is to manage the repairs and maintenance of the property portfolio and to assist the Property Manager in the day to day works. You will be accountable for managing supplier contracts and maintenance schedules as well as building supplier relations. You will also be responsible for the maintenance, taxing and insuring of the fleet of vehicles. Other areas will include managing utilities, rates payments and setting up standing orders for rent payments.

In your work you will communicate efficiently and effectively with all relative stakeholders, internal customers and contractors, and take a proactive approach to all workings. You will use software to track and update the profiles of all portfolio buildings and report them to the Property Manager. You must have excellent reporting skills as communication in this work is imperative. You will add to the success of a growing team and will bring energy and enthusiasm.

Duties & Responsibilities

• Manage external maintenance and facilities supplier relationships for the company.
• Managing the repairs and maintenance requests system.
• Overseeing all maintenance contracts.
• Managing all utilities contracts.
• Managing the computer software for repairs recording (training provided)
• Registering all properties to the rates authority.
• Registering all new leases to the PSRA.
• Setting up all standing orders for rents.
• Overseeing the company fleet of vehicles to include insurance and servicing.
• Assisting the Property Manager in any projects / tenders.

Experience

• Previous experience in facilities and maintenance

• Always seeking continuous improvement
• Proven track record of effective delivery of service.
• The ability to manage multiple project simultaneously.
• Ability to manage and operate facilities software (training provided)
• Ability to work with key business stakeholders at all levels.

Skills / Competencies

• Strong IT skills – confident in all Microsoft Office programs
• Confident communicator with strong written and verbal communication skills
• High attention to detail and diligence
• Agility in role, can contribute at a strategic and detailed levels
• To act with pace – the ability to be reactive and meet strict deadlines
• Excellent organizational skills and the ability to juggle changing priorities in a fast paced environment
• Ability to make strong cross functional relationships- Internally and Externally
• Use initiative and work as part of a team and independently
• Solutions focused and innovative
• Lateral thinker, to ensure outcomes from one activity that impact another are managed effectively
• Excellent negotiation skills
• Ability to travel when required
• Full and clean driving license