Property Assistant - Manchester, United Kingdom - Savills

Savills

Verified Company

Manchester, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Role Overview

An exciting opportunity to join a fast paced and forward thinking team working on a number of assets managed by our Manchester Property Management Team.

We are looking for an enthusiastic, organised and diligent Property Management Assistant to join our Property Management team.

Key Responsibilities
Reporting

Assist with client reporting and coordinate with other regions as necessary.
Prepare commercial management reports on a quarterly and monthly basis including collating key data such as critical lease events and obtaining inputs from 3rd parties, with support from senior colleagues if needed.
Assist in the preparation of other team reports as and when needed. These might include one off projects or reports requisitions by clients.
Assist in the preparation and issuing of agendas and minutes for team meetings as well as information / presentations needed for these meetings.

PropWare

Code and approve all service charge recoverable invoices via the Compass/Proactis system (or equivalent) up to a £5k per invoice limit.
To action workflow instructions to alter MRI accounting system (or any client specific accounting system) following completion any legal documentation at a property. This entails extracting information from legal documents such as leases, deeds or memoranda's.
Regularly review Dashboard (or equivalent) for all managed properties and ensure that the system is 100% accurate and up to date.
Coding of invoices on online invoice approval system (Proactis) in line with property budgets as required.
Access 3rd party systems, such as solicitors' extranets, and use as needed to manage properties efficiently or as per clients' requirements.
Utilise all new systems that are being developed that assist the department / team in delivering a first class property management service.

Administration

To provide timely and appropriate tenancy reports to surveyors / clients as and when requested.
Assist in undertaking team / departmental compliance and due diligence tasks.
Create and maintain spreadsheets in Excel that manager turnover top up calculations in a timely manner.
Chase occupiers to provide their turnover certificates in a timely manner.
Record all tenants turnover information and maintain the tenant turnover records.

Accounts

Assist surveyors to regularly review and approve rent up schedules in a timely manner including making any changes to respective accounting systems to correct errors.
Prepare workflow instructions for new clients, properties, leases and ongoing amendments to tenancies. This entails extracting information from leases or other legal documents.
To ensure that the respective accounts systems are up to date, hold the correct tenant information, all relevant invoices / credits have been raised.
Assist surveyors and central credit control teams to chase all debts owed to client on their managed portfolios and ensure that all money received is allocated properly.
Manage the recharging of utilities and other property related charges (outside of service charge and insurance) to appropriate occupiers including providing back up information where needed.
Assist in issuing the insurance premium recharges to all occupiers including checking leases, tenancy schedules, apportionment, cover, premiums and certificates.
Arrears chasing or instructing credit control. Liaising with solicitors on any legal action.
Liaise with the property accounts team over any property queries where necessary.
Assisting in the completion of service charge reconciliations.
Assist with collection of rents and other receivables.
Assist in compiling Excel spreadsheets including new property budgets, void costs, insurance, etc.
Assist with arrears analysis as required by individual surveyors.
Produce midyear variance reports for surveyors as required.

General

Prepare workflows to set up new leases and ad hoc changes to tenancies. This entails extracting information from leases or other legal documents and populating database amendment forms.
Assist with the production, formatting and proofreading of reports to ensure all follow brand standards, including assistance in coordination with other regions as necessary.
Assist in the general management of properties under the direction of the surveyors.
Deal with enquiries from tenants, clients, solicitors and local authorities.
Accurately produce and maintain manual and electronic files for each property in accordance with procedures.
Direct liaison with internal and external clients through the Savills network
Save and manage legal documents to the appropriate database systems.
Assist in organising client or team events.
Assist in drafting service charge budgets / reports in both word and excel in a timely manner and before any agreed deadlines.
Assist in ensuring that all service charge reconciliation are completed in a timely manner and before any agreed deadlines.