Property Management Coordinator - Admin & Inspections

Hours of employment are 9:00 AM – 5:30 PM. 25 days holidays per annum. East Malling Personal Requirements Well developed interpersonal and oral communication skills Ability to multi‑task Very strong organisational skills Ability to work on own initiative Good numerical skills Diplomacy Ability to prioritise workload and work under pressure Responsibilities Property Management Answer residents' queries and refer to property manager when applicable Invoice processing Meet contractors and residents on site when necessary Prepare letters and reports Carry out property inspections when required Ensure mail (paper & electronic) is dealt with within the team Answer telephones and take clear messages Deal with enquiries directly where possible, otherwise refer appropriately Assist with administrative tasks to ensure high level of service delivery Good knowledge of Microsoft Office software Support team with all aspects of the service Be aware of managers’ daily tasks/whereabouts and ensure communications are followed up if managers are absent for more than one day Respond to correspondence/emails from Directors, lessees, tenants as requested by team; advise when a manager is absent and matter is pending Contact contractors to confirm availability, issue work order forms from PMS, and obtain authorization from Directors where necessary Monitor contractor performance Follow through and complete jobs, updating database Issue keys to contractors, monitor safe return and record in key book Ensure key cabinets are kept secure and closed each day Ensure inspections of estates are undertaken by the Faraday Inspector and action points raised Arrange meetings and inspections for Property Managers and attend meetings as directed Issue draft minutes to Directors Action minutes Update the Approved Contractors List in liaison with Major Works department Ensure necessary contracts and annual inspections are in place Forward copies of inspection reports to Directors and action salient points upon manager’s instructions Advise lessees/tenants of impending works Write to lessees/tenants/letting agents on matters that may contravene lease terms (noise, satellite dishes, untaxed vehicles, pets, etc.) Ensure insurance claims are affected promptly; liaise with Loss Adjusters and obtain quotes for remedial works in case of major claims Enter contracts and schedule of works into the computerised system and keep updated Contact DVLA regarding abandoned cars following procedures General Answer telephone calls and take the appropriate action Check, code and input invoices Assist with works orders Produce weekly, monthly and annual reports General filing Process paperwork on OnBase and tag appropriately Any other duties as directed Randstad CPE values diversity and promotes equality. No terminology in this advert is intended to discriminate against any of the protected characteristics that fall under the Equality Act 2010. We encourage and welcome applications from all sections of society and are more than happy to discuss reasonable adjustments and/or additional arrangements as required to support your application. Candidates must be eligible to live and work in the UK. For the purposes of the Conduct Regulations 2003, when advertising permanent vacancies we are acting as an Employment Agency, and when advertising temporary/contract vacancies we are acting as an Employment Business. #J-18808-Ljbffr Randstad Solutions Limited