Property Administrator with PA duties - (Please read till End)
Who we are
We are a small office with currently 4 people based in Maida Hill (W9, 0.5 mile walk from Westbourne Park Station, 0.6m from Royal Oak and Maida Vale Stations, 0.7m from Warwick Station and 0.8 m walk from Queens Park Station). The person we are looking for should be mature, dedicated, enthusiastic, honest, hard working, organised, enjoy dealing with people and handling difficult situations (such as dealing with upset tenants). Additional traits required are being a problem solver, multi Tasker and being able to pay attention to detail. Working both independently and as a team member are important.
It is essential you have good have good written and oral communication skills.
Position available
We are offering:
A full time position Monday to Friday 10am – 6pm (40 hours per week). You will be required to work TWO Saturdays every month. On a week when you work on a Saturday your hours will be Monday to Thursday 10am – 6pm, Friday and Saturday from 10am-3pm (42 Hours per week).
Salary £21,000 per annum (Gross)
Salary includes 4 weeks paid holidays and Bank Holidays included in contract.
Please note that if your written and spoken English and comprehension is not very good, it is not worth applying. People with experience will be given priority. No students please, even if part time. We are looking for someone to bring skills to strengthen the company and the way it is organised, not someone looking to clock in and out.
Looking to hire immediately and only people looking for long term employment should apply.
The Job Position
Typical work activities
Personal assistants (PAs) often act as the manager's first point of contact with people from both inside and outside the organisation. Tasks are likely to include:
• devising and maintaining office systems, including data management and filing;
• screening phone calls, enquiries and requests, and handling them when appropriate;
• organising and maintaining diaries and making appointments;
• dealing with incoming email, faxes and post, often corresponding on behalf of the manager;
• taking dictation and minutes;
• carrying out background research and presenting findings;
• producing documents, briefing papers, reports and presentations;
• organising and attending meetings and ensuring the manager is well prepared for meetings;
• liaising with clients, suppliers and other staff.
In addition to supporting the manager and the team, many PAs also have their own personal workload and responsibilities. The scope of the PA's role can be extensive and additional duties may include:
• carrying out specific projects and research;
• rent collections, dealing with legal issues
• taking on some of the manager's responsibilities and working more closely with management;
• secretarial work
Secretarial/ Admin Work would include
•Communicating with tenants, estate agents, contractors, suppliers etc
•Dealing with property information requests and arranging viewings
•Creating reports
•Dealing with e-mails
•Preparing letters
•Filing and uploading documents
• Marketing properties (via the Internet and other advertising media)
• Taking offers and closing deals
• Drawing up tenancy agreements
• Handling deposit returns and negotiating tenancy extensions
• Dealing with invoices
• Keeping property files up to date
• Collecting rent
• Preparing, typing, filing, photocopying, faxing and scanning documents
Other duties related to properties include:
Viewings/ dealing with agents- Helping other members of the team by dealing with initial enquiries through emails and telephones, arranging viewings for the property and dealing with other agents who might be also showing the property at the same time.
Move in/move out- We have an inventory company that carries out the check in check out inventories. The new person will be responsible for arranging this and also all associated work with the tenants moving into and out of a property including contract drafting, notifying utilities and creating a new file for the tenancy.
Applicant fees collection- You would become responsible for the collection of applicant fees from tenants and applicants.
Rent reviews/ dealing with tenancy changes- changes to contracts etc
Management of Keys- Maintaining a system to keep keys organised
Legal paperwork preparation/evicting tenants- You will overlook any legal case preparation
Regular maintenance issues- gas certificates, communal cleaning etc will be organised by you
Communal works- You will overlook and arrange works concerning blocks of flats such as communal cleaning, redirecting post, fire safety management etc
Empty period property management- ensuring property is secure
Communal property works- Works/issues related to whole block, landlord supplies etc.
The role is mainly office based, but from time to time you will have to visit properties rarely if required. Any travel on the company's behalf will be reimbursed
Contact us
Priority will be given to people with experience in property or with experience in similar positions.
Thank you for taking the time out to read our advert and replying. I look forward to hearing from you.
Please ensure your reply has the following information
1) Full name
2) Date of birth
3) Sex
4) Best contact number
5) Where do you currently live (just area please)
6) If you are currently employed, how much notice do you have to give to your current employer? If not employed, do you have an ideal start date?
7) Do you have any working restrictions e.g. Visa issues etc? Please specify
8) What do you believe are your best assets suited to this position?