The role

Provision of a full administrations service to a team of surveyors within the Property Management business line.

Responsibilities

•    Preparing monthly client property reports, extracting financial /arrears information and tenancy information from Tramps database, tenancy schedule updating, running of utility graphs/data.

•    Liaising with FM teams and onsite management personal, to enable updating of FM report material, including environmental & risk management reports. Liaising with client Lawyers on Licence/assignments/leasing updates. Ensuring all contacts in reports up to date. Formatting, printing and binding reports.

•    Preparing monthly Dashboard reports

•    Assistance with preparation of presentational material, formatting, graphs, slides etc.

•    Calculating and raising fees for a number of team members. Monitoring & calculating periodic fee up lifts in line with Management Agreements, checking fee workbooks, checking weekly aged debt lists and chasing old debts.

•    Setting up new clients on Optimus and carrying out KYC checks on new / expired clients.

•    Ensuring Quality Assurance files up to date and compliant.

•    Calculating and preparing building Insurance apportionments.

•    Typing correspondence, minutes/reports/spreadsheets

•    Diary management – organising internal and external meetings, room bookings, catering, organising (in frequent) travel.

•    General administrative duties for both team surveyors & FM’s, including but not limited to, answering phone calls in the absence of team members, archive filing, department post management, creating files.

•    Co-ordination and coding of supplier invoices 

•    Preparation of changes note to maintain tenant information. 

•    Interpretation of commercial leases including Scottish law to be able to extract tenancy lease information. 

•    A basic knowledge of commercial property management 

•    Team reporting Co-ordination of monthly internal team data to ensure accurate and chasing for progress and updates. 

Person specification

Qualifications/Key Skills

•    GCSE level education (or equivalent standard), which will include English and Mathematics qualifications.

Experience

•    Previous experience in a similar role

•    Excellent English language skills – both written and spoken

•    Experience of IT systems including Microsoft Office and the ability to utilise the range of software packages available within the business.

We are proud to offer award-winning benefits to support and reward our employees:

•    Health & Leisure: Private medical cover, 25 days annual leave + public holidays (the option of purchasing up to 5 additional days via flex benefits), health screening, gym discounts, wellbeing support, volunteering opportunities, cycle to work scheme, eye care voucher, travel & retail discounts, travel insurance, concierge service, kids pass, open fairways golf card, great company culture and social events (including sports teams, charity events, art pass), perks at work 

•    Financial:  Pension, life assurance at 8 x basic salary, group income protection (long term disability insurance), interest free season ticket loan, bonus scheme - you will be eligible to participate in the Company’s Bonus Scheme, share incentive plan, financial and mortgage advice 

BNP Paribas Real Estate is committed to providing a work environment that fosters diversity, inclusion, and equal employment opportunity without regard to race, colour, gender, age, creed, sex, religion, national origin, disability (physical or mental), marital status, ancestry, sexual orientation, gender identity and gender expression, or any other legally protected status.