Estate Assistant Property Manager - White City Place, London

Purpose of the Role

To assist three Property Managers in executing and delivering all operational and administrative support services for the buildings across the White City Place Campus. This role provides secretarial and administrative support for the Property and Engineering Management Team. This is a client and customer-facing position, responsible for delivering site-based property management services across several buildings. A strong administrative focus and excellent organizational skills are key requirements for this role.

Key Responsibilities

Administration and Process

• With assistance from Property Managers, ensure and update records of compliance with all operational processes and procedures.
• Support the population and management of operational management systems.
• Drive the collection and processing of compliance data relevant to the operation of the scheme.
• Support Property Managers with the construction, management, and reconciliation of the annual Service Charge budget.
• Manage the expense tracker and ensure all committed expenditure raised on Compass is captured in the site expense tracker.
• Assist Property Managers in procuring quoted costs and other appropriate information to facilitate the production and subsequent management of the building service charge budget.
• Raise Purchase Orders on approved quotes as requested by Property Managers and process invoices for payment.
• Ensure all occupier documents are saved in the individual occupier folders on the WCP Sharepoint.
• Assist Property Managers with Service Excellence Metrics (SEMs) when requested.

Health & Safety and Compliance

• Support Property Managers in ensuring that health & safety, emergency procedures, and safe working practices are enforced and conform to current legislation. Act to take control of emergency situations and execute evacuation plans in the absence of the Property Manager.
• Assist with systems setup on Records For Buildings and Datastation.

Building Inspections

• Support Property Managers in undertaking regular physical inspections of completed work, service contracts, and all areas of the premises, raising helpdesk actions when necessary.
• Support Property Managers with all aspects of routine correspondence and lead on administrative duties to support the efficient running of the building management office.
• Assist Property Managers in ensuring that service specifications, contracts, and associated documentation properly represent the service requirements of the premises and are presented and executed according to company guidelines.
• Assist with the tracking and processing of service invoices and the production of management accounts.

Service Provider and Contractor Support

• Support in the management of contractors and service providers, ensuring the service provided meets the highest standards.
• Monitor the progress of work being carried out on site and update the relevant Property Manager.
• Participate in monthly Service Partner meetings, providing perspective on performance summaries.

Occupier Relations

• Support Property Managers in advancing good client relations with appropriate occupier representatives; promote open communication and the flow of information regarding building issues, acting as a secondary point of contact for general occupier queries.
• Assist with structuring monthly occupier meetings and the distribution of minutes.
• Serve as a secondary point of contact for occupiers handling queries on parking, raising and approving permits, locker allocations, and general building information and processes.

General

• Take ownership of the Savills and Client’s vision and values, ensuring they are fully integrated into all building services.
• Co-ordinate all agent viewings of vacant offices on the campus.
• Perform other duties as directed.

Note: The above is not an exhaustive list of duties; you will be expected to perform various tasks as necessitated by your changing role within the organization.

Skills, Knowledge and Experience

• Previous professional exposure to commercial building management is beneficial.
• Good understanding of Hard and Soft services within building management.
• Understanding of property budgets, service charges, and financial processes (e.g., purchase orders, expense trackers, reconciliation).
• Experience managing permits, including raising new permits and inspecting completed works.
• Knowledge of Health and Safety (IOSH preferred).
• Competency with IT Systems (MS Office, Sharepoint, Asana, Vantify, Proactis, Datastation, Records For Buildings) is beneficial.
• Experience in Contractor Management and managing quotation requests.

Employment Details

Hours: 9:00 am to 5:30 pm, Monday to Friday

Salary: £40,000 - £45,000 per annum