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Facilities Administrator

Facilities Administrator

  • Location

    Oxford

  • Sector:

    Facilities Management

  • Job type:

    Permanent

  • Salary:

    £23k - 25k per year

  • Contact:

    Charlotte Stagg

  • Contact email:

    charlotte.stagg@buildrec.com

  • Contact phone:

    020 3176 4790

  • Job ref:

    Admin879

  • Published:

    about 1 month ago

  • Expiry date:

    2020-10-15

Purpose of your role

The role of the Administrator will cover all aspects of administration and the successful applicant will work closely with members of the portfolio management team and operations team as well as other functions within the real estate department.

Key Responsibilities

  • Manage the execution, scanning and storage of lease and tenant information
  • Help create acquisition and disposal files and manage associated workflows
  • Co-ordinate diaries for the UK portfolio management team and associated site visits or broker meetings
  • Work with managing agents to co-ordinate regular reporting and monitor deadlines set for delivery of information
  • Manage accounts payable process for corporate expenses, travel and subsistence
  • Help to support the integrity of property information such as valuation, income and expense within the financial reporting systems and also regular reporting requirements
  • Organising regular property introductions meetings and work with external brokers and internal stakeholders to ensure information requirements are complete
  • Organise and take minutes and actions in regular internal team meetings and also meetings with external service providers
  • Manage incoming and outgoing mail

Experience and Qualifications Required

  • Strong administration and organisation skills
  • An individual who is professional, proactive with a high level of personal integrity and focus on the customer is crucial
  • Experience of using Word, Excel, Teams and PowerPoint
  • Attention to detail and a good work ethic
  • Ability to establish new processes or influence existing processes
  • Good interpersonal skills as the position requires daily contact with portfolio managers, research professionals, financial and other administrative staff
  • Strong communication skills are critical and the candidate must be able to articulate ideas coherently to colleagues, third party vendors, internal customers and external clients
  • Ability to work independently and take initiative as needed, to manage daily tasks and special projects
  • Self motivated and an ability to prioritise and multi-task effectively
  • A true team player who will be happy to volunteer to assist colleagues when necessary
  • Utmost discretion when dealing with sensitive and confidential information

Desirable skills

  • Understanding or interest in commercial real estate
  • Experience of using real estate accounting systems such as Yardi
  • Experience of data management

Build Recruitment Limited acts as an Employment Business for the supply of temporary workers and an Employment Agency in relation to permanent vacancies. Build Recruitment is an equal opportunities employer.