Property Administrator

Role Overview

Based in Margaret Street, the purpose of the role is to provide surveying support to the property management team and to support the management surveyors in the delivery of a high quality service for the benefit of our clients and occupiers.

Assist in the general management of properties under the direction of the Property Manager(s)

• Follow up and monitor completion of tasks with team members
• Management of central budget inbox, adding new budgets and making amendments to non rec and capital budgets in middleware. Liaison with client on queries.
• Triage client queries on access to budgets.
• Arranging for new staff members (LGIM) to be set up on Proactis
• Raise non recoverable purchase orders through our PO system, Proactis.
• Problem solve queries around POs from PMs, our client and their third party FM provider.
• Assist with accounts payable queries and the Proactis system
• Coding and certifying of invoices in line with property budget
• Management of legal inbox, distributing information and following up with PMs and CAs to ensure the data has been actioned, checked, checked on completion and that rates POs closed down as applicable and updating the KPI tracker constantly.
• Compile Excel spreadsheets including new property budgets, void costs, insurance, etc
• Downloading data and reports from Track Record – following up on outstanding actions with the PMs/ site teams
• Uploading data change request to Track Record
• Management of records on clients Vizta (occupier portal / app) system and attending meetings with the other MAs.
• Deal with enquiries from clients, occupiers, solicitors, local authorities, etc.
• Quarterly fund and KPI reporting- preparing drafts, obtaining information updates from internal and external parties, compiling final reports.
• Arrange property inspections
• Maintain manual and electronic files for each property in accordance with procedures
• Liaise with the property accounts team over any property queries where necessary
• Assist with set up & handover of properties
• Collate data and compile client reports, obtaining relevant information from team members (nationwide colleagues, as well as London).
• Be familiar with the Compass internal reporting system and Client Portal and update from time to time
• As a member of the Savills team, liaise with all management, technical and administration staff.
• Attend internal training courses and identify individual training needs
• Daily management of Dynamics, including raising invoices and jobs
• Answering phones and dealing with enquiries or taking messages
• Audio and copy typing, including updating or producing schedules, presentations, pitches etc.
• Minute taking as and when required
• Run relevant reports from Compass
• Run mid-year variance reports for surveyors as required
• Drafting COT ins and outs following new leases/ surrenders.
• Undertake specific projects as requested by Head of Department
• Monitor work referrals and assist Head of Department in maintaining log and ensuring transfers are received
• Assist with management of FRI and Void properties as required
• Preparation of change of tenancy forms, seeking the required information for various sources.

Technical experience:
• Must be computer literate in Microsoft Excel, Word, Outlook and PowerPoint experience. Able to produce reports and documents which are well presented.

Skills and Knowledge
• Previous property experience in an administrative capacity useful
• Good organisational and co-ordination skills
• Good verbal and written communication skills with a positive attitude and attention to detail
• Excellent time management
• Ability to multitask and to work accurately and effectively under pressure
• Must understand the principles and practice of client care
• Ability to work in a team and understand team dynamics
• Knowledge of Proactis (on-line purchase ordering system) advantageous but not essential as training can be given

What we offer you:

• Career and Professional Development

• 25-30 Days Annual Leave, depending on grade

• Life Assurance

• Private Medical Scheme

• Virtual GP

• Global Mobility Scheme

• Rewards Platform

• Company Pension Scheme

• Enhanced Incremental Annual Leave

Find out more about Savills offer

Recruitment agencies

Savills only pay agency fees where we have a signed agreement in place and that agency has been previously contacted and directed by a member of our recruitment team. We do not pay agency fees when speculative and unsolicited CVs are submitted to Savills or any of our employees other than via our careers website and through our recruitment process. If this is not adhered to, agency fees will not be paid.

Submission of any unsolicited CVs or proposals to Savills will be deemed evidence of full and unlimited acceptance of this approach.