Property Administrator - Selkirk, United Kingdom - Colliers International EMEA

Colliers International EMEA

Verified Company

Selkirk, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

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Description

Company Description

Colliers is a leading commercial real estate services company, providing a full range of services to real estate customers, developers and investors on a local, national and international basis.

Services include brokerage sales and leasing (landlord and tenant representation), real estate management, valuation, consulting, project management, project marketing and research.

We provide our services across the core sectors (office, industrial, retail and hotel) as well as many specialised property types.

The UK business is headquartered in London, with over 900 specialists throughout 16 offices across the UK and Ireland.

The role of the property administrator / receptionist is to provide administration support to the Building Manager.

This will include Reception Duties and the management of the various Meeting Rooms at Ettrick Riverside Business Centre, Dunsdale Road, Selkirk.

Ettrick Riverside Business Centre is open 8am-6pm Monday to Friday. The Front of House staff will ensure that the reception is suitably resourced during these hours.

Job Description:

Reception duties at Ettrick Riverside including managing visitors to tenants of the building, managing a telephone switchboard, responsibility for assisting tenants with a mail franking system and incoming and outgoing mail.
Management of the various Meeting Rooms including room bookings and preparing rooms for meetings.
Tenant liaison and coordination of enquiries, issuing tenant wide communications.
Deal with tenant complaints/queries and offer prompt resolutions, escalate where necessary.
Ensure all front of house areas are always immaculately presented
Log any property faults/issues with the helpdesk and inform the Building Manager.
Coordination of contractors when visiting site, liaising with the Building Manager as required.
Assist the Building Manager to show potential new occupiers' vacant spaces and ready units for handover to new occupiers.
Ensure you perform your duties to the highest degree of dedication and commitment
Data processing and management of databases, ensuring accurate and timely import of information including but not limited to Tenant Directory, Key Log, Riskwise and Elogbooks
Maintain and produce specified reports such as onsite team holiday planner, Property Management & Team Directories, including Park Directory, Property Management Logs, Contractor List, Key Holder List.
Administration of adhoc billing for Ettrick Riverside Business Centre. (meeting room hire, printing, office supply sundries etc.)
Liaising with tenants if there are arrears in respect of sundry charges.
To produce and keep updated documents in accordance with Tenant Directory.
To coordinate with the Building Manager and ensure fire evacuation drills and other H&S exercises are carried out on a regular basis in accordance with the health and safety requirements. This includes ensuring the emergency plan and related site maps are continually updated.
To liaise with local authorities, utility providers and rating authorities as appropriate

Expertise & Professional Development- You are the 'go to' person in your area of expertise/specialty for questions from your colleagues, clients and customers

You possess excellent interpersonal communication skills
You are solutions focused, advising colleagues and stakeholders with solutions not problems
Excellent knowledge of IT systems including MS Outlook, Word, Excel and PowerPoint
You are willing to learn CAFM reporting systems such as Meridien, RiskWise.
Maintain elogbooks and use permit to work system

Communication & Managing Expectations- You actively listen and interpret key information from and to clients, customers, colleagues and service partners

You manage and exceed expectations by prioritizing tasks
You can tailor your message to different stakeholders to ensure that the correct message is received
You will strive to anticipate needs and exceed expectations
You will communicate to provide required information as well as offer prompt resolutions

Qualifications:

Service Excellence- You demonstrate and role model the key behaviors of service excellence.

You conduct professional work for Clients and ensure that all relevant reporting requirements are met to agreed deadlines.
You preempt the work required ensuring you are always delivering high levels of service
Be flexible and open minded and positively adapt to any reasonable changes to your role (duties & responsibilities) proposed by your line manager and/or the Client

High Quality Work- You continuously look to improve the quality of your work and ensure quality control

You demonstrate excellent organizational and time management skills

Productivity & Efficiency- You challenge where you see that time is wasted and tasks could be delivered more efficiently by focusing your energy on those tasks that are within your control