My client is looking for a Commercial Property Secretary to provide secretarial and administrative support to the Commercial Property Management department to enhance the performance of the department and standardise Estate wide engagement.
Responsibilities:
Technical Team Support
- Produce formal Letters of Consent to include all proofing, editing, converting and issuing for a range of purposes. Requesting supporting invoices from the accounts team for Letters of Consent.
- Conduct due diligence for new proposed practitioners on the Estate to ensure they align with our values and policies.
- Scan and upload documents and details to MRI, M-Files, OneDrive and Microsoft D365.
- Create service charge letters alongside the Finance department and sending statements to customers.
- Notify the Finance department of new lettings, rent reviews, lease renewals etc.
- Assign responsibilities across the business for the collation of CPSE information including supporting documentation and distribution to the Legal department.
- Prepare booklets, guides and system training to help aid the department with new initiatives and systems.
- Book meetings/activities for the team.
- Assist in the delivery of new initiatives and processes across the department.
Communication
- Co-ordinate customer engagement and manage outgoing communications to ensure departmental consistency on new project type work such as documenting surveys, AGMs, sustainability surveys for chosen properties.
- Organise access with tenants across the portfolio when required from either the commercial or wider departments.
- Work alongside the Sustainability department regarding tenant communications for the Estate's sustainability goals and programmes.
- Meet regularly with the Head of Commercial Portfolio Management to discuss departmental workload and challenges.
Wider Business Support
- Manage the Estate's commercial EPC (Electrical Performance Certificate) portfolio ensuring that Minimum Energy Efficiency Standard (MEES) regulations are adhered to. This includes liaising with EPC company to arrange access with tenants for inspections, tracking the progress of inspections and updating various systems with the relevant information (MRI & M-Files) as well as liaising with Asset Managers, Portfolio Managers, Lease Advisory and the projects department.
- Meet with relevant departments to streamline processes i.e. Business Intelligence and merging all EPC data into D365 for live reporting,
What you need:
- Strong knowledge of Microsoft suite.
- Knowledge of M-Files and MRI preferred but not essential.
- Meticulous attention to detail.
- Ability to be organised and excellent time management.
- Excellent communication skills.
- Excellent command of English and grammar.
- Able to work well under pressure.
- Adaptable to different ways of working and situations.
- Knowledge on how to read leases, both modern and parchment.
Jackson Sims Recruitment, specialists in Real Estate, covering Block & Estate Management, Property Management, AST, PRS, Build to Rent (BTR), Facilities Management, Concierge and Financial & Accounting Services, operating in London and throughout the UK. Should you be a candidate or client working in Real Estate, we have a multitude of recruitment services that can be tailored to you.
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