Job Description

Key Responsibilities

• Maintaining a database of tenant contacts and arranging property inspections- CBRE and third party (for insurance, valuation purposes etc.) and saving inspection reports to the relevant folders on the CBRE and Client management systems.
• Maintaining the M and G inspection spreadsheet to ensure that all inspections are undertaken as and when they fall due.
• Raising Purchase orders, coding and approving supplier invoices. Liaising with other Admin teams for coding of capital expenditure invoices. Completing recode forms and TT forms as and when required.
• Typing letters as necessary including the formatting of building instruction letters for surveyors.
• Upon instruction, to arrange for management fees to be raised and forwarded to the solicitors dealing for payment.
• Cap Panel submissions (ensuring that all information required by Cap Panel is received from the building surveyor prior to cap panel submission, completing the form to Cap Panel and informing the surveyor/building surveyor once Cap Panel have authorized appointment of contractor)
• Arranging for Building contract documents to be signed by M&G and returned to Building Surveyors/Solicitors (to be placed with Property Deeds). Includes providing the necessary sealing memo as appropriate.
• Arranging signature of Licenses (license to Underlet, license to Assign, Wayleave Agreements, etc.) by M&G and return to Solicitors.
• Arranging for new suppliers to be set up on Yardi – Requesting all documentation (Cert of Incorporation, Bank details, CIS status etc.) which needs to be attached to the set-up form prior to submitting to M&G for set up.
• Gathering information for various quarterly shopping center reports (Gracechurch, Brunswick and The Galleries), putting the report together and distributing to M&G prior to the asset day.
• Setting up folders and files on Asite for new building projects so that the building surveyors can upload related documents.
• Arranging for EPC surveys to be undertaken by ARBNCO and once EPC produced uploading the EPC to DM and updating Yardi.
• Ensuring that the EPC data on Yardi is kept up to date.
• Liaising with IDM team to have documents uploaded to Yardi for certain files which Property Administrators do not have access to.
• Liaising with Local Councils to notify them of vacant properties and to request rates bills.
• Raising ad hoc invoices.

Required Knowledge, Skills, and Abilities

Experience of working in an administrative role within a commercial professional service environment. Strong administrative and self-organization skills. Good organizational skills. Goal and deadline oriented. Pro-active, using initiative. Strong interpersonal skills and cooperative approach to teamwork. Excellent communication skills: spelling, grammar and telephone manner. Excellent attention to detail. Professional and approachable Excellent IT skills: Excel, Word, Outlook and Power Point. Able to work as part of a team, supporting other team members and recognizing the work of others. Able to build relationships with other parts of the wider CBRE team. Proactive and able to use own initiative.