Posted in: Other in Rotherham | Posted: |
Sue Ross Legal are working with a not-for-profit organisation in the recruitment of an Estates Assistant.
You will be responsible for a range of administrative processes with regards to the estates and facilities management function and be responsible for implementing and maintaining effective systems and procedures, which support management of the organisations property portfolio. This includes leased land holdings and sites. You will ensure compliance with required legislation and organisational standards and liaise with tenants, contractors, and other agencies, which will require site visits.
Key duties include:
* Be the first point of contact for a range of property and estates enquiries.
* Support the senior management team by providing detailed information from records and aiding the interpretation of land related documentation including conveyances, sale documentation, and charity constitutions.
* Maintain the estates management electronic and paper recording systems including ensuring full records of all sites are properly recorded and maintained on the organisations database.
* Undertake research into land interests including accessing historic records, Land Registry etc
* Liaise with range of third parties including clients, partners, contractors, and suppliers to ensure compliance and standards are met with regards to property and land interests.
* Manage a schedule of property repairs and maintenance, liaising with contractors and suppliers and raising purchase orders relating work to be completed.
* Book all routine service calls and reactive repairs
* Carry out annual contractor approvals (checking qualifications and insurance levels)
* Undertake visits to sites to support on-going activity as required, documenting and highlighting non-compliance where this arises.
* Undertake a broad range of administrative duties to support the estates management function.
* Liaise with the organisation’s finance team to ensure that financial records relating to property are accurately maintained and that invoices are issued and paid as necessary.
* To participate in any learning and development opportunities identified as beneficial to the role.
* To undertake additional duties and tasks as may be reasonably required
Required experience:
* Experience of working in property or estates management, residential or commercial property administration
* Confident in liaising with clients and third parties, both internally and externally with excellent customer services skills
* Pragmatic approach and the ability to assess individual situations and take a practical approach to tasks.
* Excellent IT skills including with competence in all Microsoft Office packages and experience of using and maintaining databases to a high standard.
* Excellent time management skills and the ability to prioritise work
* High attention to detail and problem solving skills
* Excellent written and verbal communication skills
* Strong organisational skills with the ability to multi-task
* Understanding of confidentiality and dealing with sensitive issues
* Good general standard of education to at least GCSE level in maths and English as a minimum
* Ability to prepare reports, arrange and organise meetings.
* Driving licence and access to own vehicle
Unfortunately, due to the number of applications we receive, we are unable to provide individual feedback to all applicants. Please assume that if you do not hear from us within 72 hours that your application has been unsuccessful on this occasion.
May we take this opportunity to thank you for expressing an interest in one of our roles and wish you the very best in your search for employment