Administrative Support ( Estates Team ) - Manchester

Job Description

Administrative Support ( Estates Team )

RESPONSIBLE TO:  Director of Estates / Estate Contracts Manager

Salary: £21,000 - £29,000

Location: Manchester

About Us 
Begbies Traynor Group plc is a growing national professional services company who deliver exceptional advice and support to clients from a comprehensive network of UK and offshore locations.   

We have more than 1,200 colleagues and partners and our professional colleagues include licensed insolvency practitioners, accountants, chartered surveyors and lawyers.  

Responsible for: 

Assisting the Direct of Estates  and Estate Contracts Manager in the management of the Begbies Traynor Group corporate occupied estate.

Main Purpose of Job:

To support the Director and Estate Contracts Manager in delivery of service to align the occupational estate with the needs of the business, meeting statutory obligation and adapting to legislative change.

Main Functional Links:

• Accounts Payable
• IT
• Human Resources
• Marketing
• Principles across the estate network

Broad Duties and responsibilities:

Assist the Director and Estate Contracts Manager in the management of business premises nationally and internationally
Liaise with stakeholders across the business to ensure delivery of high quality estate services for the wider Group
Ensure the administration of records and co-ordination of suppliers is accurately maintained and up to date
·         Obtain the information for onboarding of any acquired business, premises or in support of an office relocation as requested 

• Maintenance and organising of basic compliance diary ( use of specialist platform )
• · Maintain and update office contact schedule and associated URN  / cost centre details
• Update estate key lease record on nominated database too
•  Ensure copy documents for all sites on record
•  Process, control and archive hard copy record
•  Respond to basic internal requests for data
• Draw report from Logical Utilities and other data on a monthly basis and post to internal comms ( Hub )
• Update internal Hub communications
• Invoicing Upload, query resolution and liaison with Finance
• Maintenance of asset register

Specific Duties And Responsibilities:

• To build and maintain strong relationships with key stakeholders across the business.
• Ensure that the service is stakeholder focussed to provide the highest quality communication at all times.
• Deal with adhoc enquiries from stakeholders across the estate.
• Ensure supplier invoices are checked and if correct loaded to the payments system for authorisation and release.
• Ensure key compliance event dates are kept upto date and acted upon as required.
• Ensure any subtenant rent, service charge, insurance or miscellaneous charges are issued and received in a timely manner.
• Ensure basic insurance details are correct and notified to the insurance team in a timely manner.
• Ensure that Human Resources are provided with any change of premises details and staff effected.
• Ensure that suppliers ( including Rating Departments ) are notified of entry/exit to / from premises with meter reading data as appropriate.
• Assist in the planning and execution of relocating the business into / out from premises.
• Assist in the coordination of onboarding new premises/new businesses to the wider business Group.
• Assist in the exit from premises by the business.
• Coordinate and collaborate with other estate services ( eg IT, Building Consultancy ).

In addition to the duties and responsibilities listed, carry out other duties as may reasonably be required.

Qualifications/Training Required:

Essential

• GCSE or higher level of qualification.
• Computer Literate.

Desirable

• Some awareness of Health & Safety / compliance
• Familiarity with ProActis

Experience Required:

• Evidence of adaptability
• Desirable
• Evidence of ability to learn new skills quickly

Particular Aptitude/Special Skill’s required: 

Essential

• Strong communication skills.
• Evidence of organisational skills and ability to multi-task.
• Evidence of being an organised hard worker focussed on customer satisfaction.
• Recognise and resolve conflict and difficult situations that require diplomacy and negotiation.

Desirable

• Experience of managing a varied workload / demands on finite time with ability to prioritise effectively.
• Either previous experience of property or property related role.
• Familiarity with statutory test requirements / Health & Safety.
• Familiarity with MEES, EPC and other environmental performance measurements.

Are you interested?
 If you’re interested, then please get in touch, to apply all you need to do is…  

• Upload your CV   
• Briefly tell us why you’d be excited to join our team.  
• We’d love to hear from you!