Team Administrator & Office Management Lead

Company Overview:

A leading specialist in commercial property and asset management, managing over £30bn+ in property for a range of UK and international clients, including Fund Managers, REITs, and other property owners.

Team: Surveying - Portfolio

Role Overview:

The Team Administrator & Office Management Lead will provide administrative and surveying support to the Surveying team on a daily basis. This role involves managing a portfolio of properties under the supervision of a Surveyor, handling occupier applications, service charge budgeting, and reporting on behalf of clients. The position also includes ad hoc support for the team as needed.

Job Type: Part-time (20 hours per week)

Key Responsibilities:

• Review leases, prepare documents, and complete input forms in the property management system.
• Assist with service charge budget preparation and reconciliations.
• Respond to tenant inquiries and manage various client and management reports.
• Ensure the property management system is updated, including completing lease update forms.
• Conduct site inspections related to specific works or feedback on particular issues.
• Attend occupier meetings and assist in communication with tenants.
• Draft reports and maintain document control.
• Ensure insurance inspections are completed, especially when passed to occupiers.
• Authorize site works in collaboration with the Surveyor.
• Coordinate compliance with void insurance obligations.
• Track office expenditure and assist in coordinating repairs and maintenance.
• Respond to client and tenant requests for information.
• Perform general administrative tasks, such as updating databases and spreadsheets.
• Monitor statutory and internal compliance with policies and standards (MAPP, RICS, ISO) and ensure adherence to timelines.

Skills & Qualifications:

Technical Skills:

• Experience reading leases, preparing documents, and managing property management systems.
• Knowledge of service charge budgets and reconciliations.
• Strong written and verbal communication skills, with experience writing reports and attending meetings.
• Ability to coordinate repairs, maintenance, and ensure compliance with various obligations.
• Proficient in general administrative tasks, including database and spreadsheet management.

Experience:

• Minimum of 2 years of experience in a similar role.