Property Administrator / Coordinator - GBP25k-GBP28k Bonuses

Recruiter
ADVANCE TRS
Location
Dorking
Salary
28000.00 GBP Annual
Posted
11 May 2018
Closes
18 May 2018
Contract Type
Permanent
Hours
Full Time

My client is a long established property business that offers a number of property services to their established client base in Surrey. They are looking for an experienced Administrator/Coordinator to help co-ordinate a team of Block Managers in the Block Management department to ensure that all of the Block Management duties are undertaken in a timely manner. The role will be reporting to the Head of Block Management.

The role is offering a basic of GBP25,000-GBP28,000 + bonuses + 28 days annual leave (growing to 33 by the end of year 3).

Responsibilities:

1. Prepare the answers for LPE1 Sales Enquires with the help from the designated Block Manager and/or Head of Block Management. Provide the information in a timely manner to solicitors once you have confirmed payment has been received for the document.

2. File the Annual Returns to Companies House and set reminders on VEKO & Outlook for you, the designated Block Manager and the Head of Block Management

3. Set up e-reminders e-mail alerts on Companies House for you, the designated Block
Manager and the Head of Block Management

4. Update the information on Companies House (e.g. appoint or resign Directors, amend registered office, etc.) when instructed to do so by your Block Manager or Head of Block Management

5. Keep a log of the dates for the Annual Returns and set reminders on VEKO & Outlook for you, the designated Block Manager and the Head of Block Management

6. Liaise with the appointed independent Accountants to ensure that they submit the Annual Accounts to Companies House in reasonable time. Set reminders on VEKO & Outlook for you, the designated Block Manager and the Head of Block Management

7. Prepare & send the statutory Calling Notices for AGMs once a time, date and venue has been agreed by the designated Block Manager

8. Keep a log of dates for the AGMs and set up reminders on VEKO & Outlook for you, the designated Block Manager and the Head of Block Management

9. Keep a log of dates for the annual Service Charge Budgets and set up reminders on VEKO & Outlook for you, the designated Block Manager and the Head of Block Management

10. Keep a log of dates for the Service Charge due dates and set up reminders on VEKO & Outlook for you, the designated Block Manager and the Head of Block Management

11. Set up hard files and online files for each new block or development that we take on for your designated Block Managers

12. Liaise with the former Managing Agent and the Head of Block Management to ensure that we have obtained all of the necessary information from the former Managing Agent.

13. When we win new clients, contact all suppliers and contractors to update our contact details for invoicing purposes. Confirm this to the Block Manager and Head of Block Management.

14. Keep the check lists for each property for your designated team of Block Managers to ensure than nothing is missed or forgotten. If something is missing, make the designated Block Manager and Head of Block Management aware of this. If necessary, assist the Block
Manger in obtaining the information.

15. Keep a log of dates for the Fire Risk Assessments and set up reminders on VEKO & Outlook for you, the designated Block Manager and the Head of Block Management

16. Keep a log of dates for the Health & Safety Risk Assessments and set up reminders on VEKO
& Outlook for you, the designated Block Manager and the Head of Block Management

17. Keep a log of dates for the Electrical Installation Condition Reports and set up reminders on
VEKO & Outlook for you, the designated Block Manager and the Head of Block Management

18. Keep a log of dates for the Buildings Insurance and set up reminders on VEKO & Outlook for you, the designated Block Manager and the Head of Block Management

19. Obtain quotes from insurance brokers for the Buildings Insurance for your designated Block Managers. Accept the quote once you have instructions from you designated Block Manager. If commission is earned, prepare a Letter of Informed Consent to be signed by the client.

20. Keep a log of the insurance claims history for each block for your designated Block Managers

21. Keep a log of dates for the Reinstatement Cost Assessments and set up reminders on VEKO
& Outlook for you, the designated Block Manager and the Head of Block Management

22. Keep a log of dates for the Directors & Officers Insurance and set up reminders on VEKO & Outlook for you, the designated Block Manager and the Head of Block Management

23. Obtain quotes from insurance brokers for the Directors & Officers Insurance for your designated Block Managers. Accept the quote once you have instructions from you designated Block Manager. If commission is earned, prepare a Letter of Informed Consent to be signed by the client.

24. Keep a log of dates for the annual/quarterly/monthly inspections and set up reminders on
VEKO & Outlook for you, the designated Block Manager and the Head of Block Management

25. If the Block Management Assistant requires help, help prepare and send introductory letters to each new block or development that we take on and any other circular letters.

26. If we are handing over a property to a different Managing Agent, prepare and send the information that they have requested in a timely manner to enable a smooth handover as possible for your designated Block Managers

27. If the Block Management Assistant requires help, help prepare information for archiving

28. Scan documents (e.g. lease, TP1, etc.) and save them on to the system

We are an equal opportunity employer and value diversity in our company. We do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

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