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Estate Administrator (Part-time)

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Ballymore

Jul 10

Applications are closed

  • Job
    Part-time
    Junior Level
  • Real Estate & Property
  • London

Requirements

  • Excellent computer skills, proficient in Outlook, Word, Excel and PowerPoint.
  • Good communication skills (inc telephone manner) with the ability to deliver clear and concise information both verbally and written.
  • Good organisational skills and strong attention to detail.
  • Minimum of one-year administrational experience ideally in a service oriented environment.
  • Experience of dealing with customer complaints and enquires.

Responsibilities

  • To support the on-site management team with all administrational aspects of the development.
  • Reporting into the Deputy Property Director (DPD) and working with him/her to ensure the smooth running of the estate and the delivery of excellent customer service to residents and commercial tenants.
  • To work closely with other administrators and coordinators to ensure they are working in harmony and providing support to each other
  • Responsible for recording relevant accurate information on the in-house database and supporting systems.
  • Manage all office consumables ordering, deliveries, stock levels and storage.
  • Lead on facilitating bookings for HIU and Apartment Front Door inspections.
  • Ensure that all move-in, move-out and other resident data is maintained in an efficient and timely manner and that adequate records are kept of all residents, apartments and registered vehicles. Treat all the information as confidential.
  • Create welcome letters and packs for all new residents, advise the residents of the facilities available and any operational guidelines of the building.
  • Be the first point of contact for the on-site management team in relation to all telephone enquiries, emails and letters.
  • Design letter templates and forms for the team to use (in liaison with the Property Director) to ensure consistency when responding to enquiries/problems etc.
  • General administrational duties such as maintaining efficient electronic and paper filing systems, diary management, drafting minutes & typing agendas, stock control and ordering stationery, post (incoming/outgoing), photocopying, faxing and any other ad-hoc admin tasks.
  • Assist the management team with complaints and any subsequent action in the timely manner and keep the DPD informed of the progress.
  • When necessary, send out any circular letters to residents on behalf of the team, assisting with the design of the resident’s newsletter and website.
  • Raise purchase orders, code orders and enter delivery note information obtaining the necessary approval from management. Ensure the correct process is adhered to at all times.
  • Assist the management team with analysis of financial reporting
  • Deputise in absence of Property Coordinator with imputing data for Payroll on a monthly basis, ensuring all data relating to payroll is received from the staff and logged for the month as required.

FAQs

What are the working hours for the Estate Administrator position?

The working hours are 28 hours per week, from 9am to 5pm on Monday, Tuesday, Thursday, and Friday.

What are the main responsibilities of the Estate Administrator?

The main responsibilities include supporting the on-site management team with administrative tasks, managing resident data, facilitating inspections, handling inquiries, and assisting with financial reporting among various other administrative duties.

Who will the Estate Administrator report to?

The Estate Administrator will report to the Deputy Property Director (DPD).

What skills and experience are required for this role?

Candidates should have excellent computer skills (Outlook, Word, Excel, PowerPoint), good communication skills, strong organizational skills, attention to detail, at least one year of administrative experience, and experience handling customer complaints and inquiries.

Is this position full-time or part-time?

This position is part-time, requiring 28 hours of work per week.

What is the expected level of confidentiality for resident information?

The Estate Administrator must treat all resident information as confidential and ensure that adequate records are maintained in an efficient and timely manner.

Will the Estate Administrator need to manage supplies?

Yes, the Estate Administrator will be responsible for managing office consumables, including ordering, deliveries, stock levels, and storage.

What type of customer interaction is expected in this role?

The Estate Administrator will be the first point of contact for the on-site management team concerning telephone inquiries, emails, and letters, and will also assist residents with complaints and inquiries.

Will the Estate Administrator assist in preparing resident communications?

Yes, the Estate Administrator will create welcome letters and packs for new residents and assist with designing resident newsletters and circular letters on behalf of the management team.

Are there opportunities for deputies in this role?

Yes, the Estate Administrator may need to deputize in the absence of the Property Coordinator, especially regarding inputting data for payroll on a monthly basis.

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Ballymore

A family-run developer with an award-winning portfolio of some of Europe's largest and most transformative developments.

Real Estate
Industry
501-1000
Employees
1980
Founded Year

Mission & Purpose

Ballymore is an independently-minded property developer with a multi award-winning portfolio of some of Europe’s largest urban development projects. A privately-owned company, Ballymore was established by founder, Chairman and CEO Sean Mulryan in Dublin in 1982. Taking a visionary approach to development and placemaking, Ballymore’s projects are renowned for best-in-class design and innovation, winning 40 top industry awards in the last three years alone. The business’ resolute commitment to quality is embedded in every detail of its projects. From conception through to delivery and then estate management, Ballymore maintains the quality its residents and tenants expect, and is one of the only developers in the UK that has its own estate management teams. Ballymore has significant land holdings across the UK, Ireland and Europe. As a result of its independent nature, the company has the flexibility to identify opportunities, pursue challenging projects and make bold decisions. This has resulted in a number of pioneering projects, including the world’s first ‘sky pool’ at Embassy Gardens, and a European-first for English National Ballet’s purpose-built new home at London City Island. Ballymore puts culture and the arts at the heart of many of its developments - to create places with soul where people live, work, and belong. Live developments include London City Island, Embassy Gardens, Wardian London, Dublin Landings, Goodluck Hope, Royal Wharf and Three Snowhill.