Estate Administrator - London, United Kingdom - Savills Management Resources

Savills Management Resources

Verified Company

London, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Purpose of the Role

The primary purpose of the role is to support the Estate team, which is made up of HoE and Snr EM, our Community Hub Receptionist, and our events team and the wider KCES team.

Whilst the Events Team have a dedicated coordinator resource it is expected that the Estate Admin will support the entire team, deputising for CHR and events admin when they are on AL or unwell.

The role has a wide-ranging brief but primarily you will be responsible for:

Key Responsibilities

Supporting the Estate team, primarily the Senior Estate Manager and Head of Estate Operations
Coordination, drafting and publishing of weekly, monthly and quarterly reports and operational action plans.
Following up on open action items during the week with members of the Estate team and the wider KCES team as necessary insuring timing adherence to open actions and closures
Coordination of monthly and quarterly client meetings and site inspection audits
Raising of purchase orders and the management of AP processes and invoice governance
Scheduling and facilitation of all H&S visits, audit compliance and leading on the management of statutory compliance administration on the KX estate
Reviewing Estate contractor permits, managing Vicinitee permit system and user database. Liaising with contractors to set up accounts and assist with raising permits
Coordination of diary management for the Estate team ensuring that cover is maintained to deliver consistent operational performance 7 days a week
Assisting with Estate operations team inspections and coordinating and defining precise department programme management plans
Leading on all document management including storage, archiving and ensuring shared document control systems such as Sharepoint and MS Teams are maintained to the highest standards. regularly reviewing the master filing system and making sure that is kept well organised and up to date
Processing insurance claims and reporting on progress of claims within the Estate Team and wider KCES team
To standardise and improve presentation templates and oversee their roll out across the Estate Team
Supporting the team in building and maintaining strong relationships with the Client (Argent LLP), Multiple estate stakeholders and the KCES team
Assisting the SEM with managing feedback systems including the resolution processes for complaints and customer experience and acknowledging good operational performance with KCES service and service partners
Support the Estate team in undertaking regular physical inspections of completed works and service contracts
Attending client inspection meetings with the SEM, collating notes and actions for each meeting and issuing debrief to the client. Managing progress of actions throughout the week with Service Partners.
Be a representative for the KCES team with the client and local community, being a point of contact for issues and queries and building strong relationships across the Estate
Welcoming new KCES team members. Managing Staff Inductions / Onboarding activities and schedules for all new KCES team Members, adding them to the Org Chart
Updating the Estate Bible and associated policies and procedures
Creating and distributing the Start the Week update, communicating KCES updates and upcoming events to the team
Assisting with planning team social activities, such as the monthly birthday event and team dinners
Organising and maintaining a schedule of training courses for the team

Office Management of EMO:

Managing aspects of the Estate Management Office from a Health & Safety perspective, ensuring office is compliant, tidy
Managing office cleaning schedule, working with Service Provider to ensure office cleaning services are in line with standards
Ordering supplies and ensuring all essential items are readily available, maintaining a good relationship with suppliers
Carrying out inspections and arranging minor works and restorations

Skills, Knowledge and Experience

Excellent communication and interpersonal skills, with the ability to deal with staff and clients at all levels in written and verbal communications
Able to manage time effectively and work on multiple tasks for the business outside of typical responsibilities
Must be able to work on own initiative, be flexible and proactive with a 'can do' approach, assisting the team where needed
Able to work under pressure and to tight deadlines
Strong administrative experience using multiple systems and intermediate knowledge of Microsoft Office products
IOSH Qualification desirable
Previous experience working on an Estate is advantageous

Working Hours Hours Per Week

Salary - £30k-35k

Please see our Benefits Booklet for more information.