You will be responsible for managing and administering the operations and affairs of multiple estates/Management Companies, both on-site and at the office. The clerical duties associated with this role are varied but it is essential that you are able to answer all queries from clients in a timely fashion and update the Head of Department with pending/contentious issues as and when required. Successful service delivery in a highly customer focused environment requires diligence and a great level of organisation. 

You will be expected to work independently as well as part of a team of other Estate/Property Managers, Administration Clerks and the Accounts Department. 

Our clients are our organisations most valuable assets and your conduct at work presents an image of our entire organisation. The company therefore expects five-star customer service at all times.

The above description is not exhaustive, and you will be expected to carry out any other reasonable employment tasks assigned to you by your supervisor.  

Key Responsibilities: 

• Monitor routine maintenance personnel, works and contracts and negotiate renewal of these with the aim of safeguarding the Management Company’s best interests at all times.  
• Carry out periodic inspections of the communal areas of the estate and keep a record of the same, together with a log of any maintenance works required. 
• Arrange for repair and maintenance work to be carried out in accordance with the recommendations and quotations approved and authorised by the Management Company. 
• Liaison and coordination with caretakers (directly employed or self-employed), general maintenance contractors, gardening companies, lift companies, electrical companies and other service providers as may be deemed necessary and ensure that they are covered by relevant up-to-date documentation, insurance cover and health and safety certification.   
• Consult with professional advisers such as Solicitors, Surveyors, Architects, Engineers, Accountants and Insurers regarding Property Management matters as and when required or instructed by the Management Company. 
• Procure on behalf of and as authorised by the Management Company any necessary materials and services required for the general maintenance of the estate. 
• Attend to all queries, complaints, fault reports and reasonable requests/suggestions received from the Management Company and/or Individual Home Owners. 
• Advise the Management Company of any breaches of lease conditions and/or House Rules including non-payment of Service Charges. 
• Engage on behalf of and as authorised by the Management Company, any staff or organisation required for the security, cleaning and maintenance of the common parts of the estate. 
• Attend promptly to the reasonable requirements of the Individual Home Owners insofar as they may have rights under the lease conditions and to inform the Management Company promptly of all communications requiring the attention of the Council. 
• Provide secretarial support to the Management Company including the preparation of circulars, notices and newsletters. 
• Organise and attend monthly Council meetings and Annual/General Meetings, some of which may be held after working hours. Give all necessary notice for the meetings, prepare agenda and report at same. Prepare minutes of all meetings for Council’s approval. 
• Assist in the proper conduct of the Council’s responsibilities and functions.  
• Attend to emergencies (including after hours if required). 
• Monitor and control the expenditure of the Management Company in accordance with the approved budget.  

Essential Requirements: 

1. Mandatory driving licence class A. 
2. The post holder must have good written and spoken English. Spanish not essential but is an advantage. 
3. Must take instructions and be able to work under pressure and own initiative. 
4. Requires strong computer skills and professional phone handling skills. 
5. Must possess excellent interpersonal skills. 
6. Attention to detail and accuracy is critical. 
7. Ability to work in a fast-paced office environment.