Property Administrator (Glasgow)

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.

United Kingdom
Scotland
Glasgow Show on map Get directions