Estate Assistant Property Manager - White City Place, London
Savills Management Resources · GB
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About the Role
Assist three Property Managers in executing and delivering operational and administrative support services for buildings managed across the White City Place Campus. Provide secretarial and administrative support to the Property and Engineering Management Team in this client-facing role.
Responsibilities
- Ensure and update records of compliance with operational processes and procedures.
- Support the population and management of operational management systems.
- Drive the collection and processing of compliance data relevant to the operation of the scheme.
- Support Property Managers with the construction, management, and reconciliation of the annual Service Charge budget.
- Manage the expense tracker and ensure all committed expenditure is captured.
- Assist Property Managers in procuring quoted costs and other information for the building service charge budget.
- Raise Purchase Orders and process invoices for payment.
- Ensure all occupier documents are saved in the correct folders on Sharepoint.
- Assist Property Managers with Service Excellence Metrics (SEMs) when requested.
- Support Property Managers in enforcing health & safety, emergency procedures, and safe working practices.
- Take control of emergency situations and execute evacuation plans in the absence of the Property Manager.
- Assist with systems set-up on Records For Buildings and Datastation.
- Support Property Managers in undertaking regular physical inspections of completed work and service contracts.
- Raise helpdesk actions when necessary.
- Support Property Managers with routine correspondence and lead administrative duties for the building management office.
- Assist Property Managers in ensuring service specifications, contracts, and documentation accurately represent service requirements.
- Assist with tracking and processing service invoices and producing management accounts.
- Support the management of contractors and service providers to ensure high standards.
- Monitor the progress of work on site and update the relevant Property Manager.
- Participate in monthly Service Partner meetings, summarizing performance.
- Support Property Managers in advancing good client relations with occupier representatives.
- Propagate open communication and information flow on building issues.
- Act as a secondary point of contact for occupiers with general queries.
- Assist with structuring monthly occupier meetings and distributing minutes.
- Serve as a secondary point of contact for occupiers handling queries on parking, permits, locker allocations, and general building information.
- Take ownership of the Savills and Client’s vision and values.
- Co-ordinate all agent viewings of vacant offices on campus.
- Perform other duties as directed.
Requirements
- Previous working exposure to commercial building management would be beneficial.
- Good understanding of Hard and Soft services within building management.
- Understanding of property budgets, service charges, and financial processes (e.g., purchase orders, expense tracker, reconciliation).
- Experience managing permits, raising new permits, and inspecting completed works.
- Health and Safety IOSH certification.
- Competency with IT Systems (MS Office, Sharepoint, Asana, Vantify, Proactis, Datastation, Records For Buildings) beneficial.
- Contractor Management and experience with quotation requests.
Skills
- Administrative support
- Operational support
- Secretarial support
- Organizational skills
- Compliance management
- Budget management
- Invoice processing
- Purchase order creation
- Document management
- Health and safety enforcement
- Contractor management
- Client relations
- Communication
- IT proficiency (MS Office, Sharepoint, Asana, Vantify, Proactis, Datastation, Records For Buildings)
Location
- White City Place Campus
Work Type
- Full-time
Experience Level
- Entry-level to Mid-level
Salary/Compensations
- £40,000 - £45,000 per annum
About the Company
- Savills