Administrator - Business Support - Glasgow, United Kingdom - Lambert Smith Hampton Ltd

Lambert Smith Hampton Ltd
Lambert Smith Hampton Ltd
Verified Company
Glasgow, United Kingdom

2 weeks ago

Tom O´Connor

Posted by:

Tom O´Connor

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Description

Job Title:
Administrator


Department:
Business Support


Location:
Glasgow


Key Focus of Job:

his role is responsible for providing a professional and efficient administrative support service across the Scottish offices by carrying out key support tasks as follows.


General office tasks:


  • Format correspondence, reports and other documentation in line with appropriate specifications and to a high standard within agreed deadlines
  • Establish and maintain effective systems for filing, information retrieval, and for the reproduction of documents when required
  • Assist with travel and accommodation arrangements where required

eBIS Internal Accounting System:


  • Fee notes
  • Credit notes
  • Purchase Ledger coding
  • Cash expenses
  • Monthend report running for fees and reconciliation of all billed income

Audit and Compliance:


  • Job setup and opening
  • Conflict of Interest checking
  • AML checks for Property Management, Building Consultancy and Capital Markets

Marketing:


  • Upkeep of client mailing lists
  • Assist with marketing and social events
  • Provide Marketing support for Scotland team
  • Liaise with National LSH Marketing Team and provide guidance to Scottish offices
  • Coordination of press releases and social media

PMG Support**:


  • Service charge management
  • Working with colleagues to keep a copy of the current Budget for each managed property in Scotland on a central database
  • Compile a central database of Tenant accounts and property contacts for each multi let property
  • Send each Tenant a copy of the new budget, noting their new annual allocation on account and with accompanying LSH standard template and notes
  • Track yearend reconciliations with surveyors and Accounts Team and ensure surveyors are actioning drafts
  • On completion of service charge reconciliation, prepare service charge yearend pack to send to Tenants, with accompanying notes and letter in event of overspend
  • Provide surveyors with quarterly variance service charge reports identifying any overspends

Other PMG Support Responsibilities

  • Maintain property allocation lists, annual property inspection and service charge budget Tracker up to date.
  • Assist with preparing and issuing client reports
  • Prepare and issue meeting invitations/room bookings and conference call details as required
  • Prepare quarterly arrears lists for checking by surveyor Maintain Property Management Agreement Log
  • Produce inspection reports and assist with issuing Tenant followup letters
  • Liaise with suppliers on basic invoice queries as directed by the FMs, e.g. requesting copy invoices or breakdown of charges
  • Process expenses

Office equipment management, including:


  • Local IT support where necessary (mobile phone setup, etc.)
  • Equipment repair managementSupply management (toners, stationery, kitchen supplies)

Archive Management:


  • Dead file box retrieval; dead filing compilation; inventory reviews

General Office Assistance:


  • Provide back administration support for Valuation in local secretarial absence
  • Meeting room diary and provision of refreshments
  • Assistance with team social events
  • Maintain a clean and tidy office and kitchen
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