Team Assistant

Team Assistant

Permanent – Bellshill – up to £28,000 per annum

Overview

• Play a supportive role in implementing policies and strategy to develop the estate and meet group objectives across our 3,000+ site portfolio in the UK, Ireland and the Netherlands.
• To provide the important support role function across the property teams throughout the UK and Ireland.
• The role involves financial administration associated with the Property Team’s project work, including raising purchase orders, fielding invoices, receipting completed work, working with teams to manage aged work in progress and liaising closely with project managers and members of the finance team.
• The role also involves cleansing, updating and maintaining the property and asset management database to ensure the business has up to date and accurate data on all of its assets and properties.
• To provide the initial contact point for day-to-day queries coming into the Property Team, including queries from other departments within the business but also externally from suppliers, landlords, customers and other key stakeholders. The Team Assistant will allocate queries to the relevant business owner, log the necessary action and monitor towards a satisfactory close-out in a timely manner.
• Devise and send template emails and letters under direction from professional members of the Property Team.
• Support the close out of defects using the management tool to ensure matters posing a potential health and safety risk are being owned and actioned by relevant colleagues and closed out efficiently and effectively.
• Liaise with the property team and finance team to schedule landlord payments on a monthly basis and facilitate any exceptional payment requests on an ad hoc basis.
• Undertake Office Management duties including managing the post room, replenishing stationary supplies, receiving visitors, liaising with the landlord and cleaning teams.
• Provide general administrative support.

Key Responsibilities

• Provide support to project managers by raising, approving, and receipting project finances. Field supplier invoices and undertake regular reviews with teams to look at any aged work in progress. Build a strong working relationship with the finance team.
• Support professional staff in maintaining the accuracy of company property and asset management database, involving the inputting, cleansing and maintenance of key data.
• Administer query inboxes across teams within property on a frequent basis, ensuring matters are allocated to the appropriate colleague, logged, and monitored for resolution on a timely basis.
• Ensure landlords are paid rent and pay-away timely and in accordance with their lease agreements. Liaise closely with property, finance and analytics manager to sign-off payments into the monthly rent roll.
• Administer defect management tool ensuring new defects are allocated to the appropriate colleague within the Property Team. Help to ensure defects are closed out on a timely basis and regular reports are provided to managers to help them monitor the performance of their teams.
• Provide Office Management support, ensuring the office is a welcoming, well organised and safe place to work. Build constructive relationships with staff members, the landlord’s team, cleaning staff and other key stakeholders.
• Be responsible for the management of site files ensuring that correspondence, documents, property deeds, drawings, approvals and audits are stored correctly and named appropriately to aid retrieval. Support work to migrate files from hard state servers into the cloud.
• To support and contribute actively to health and safety, environmental, business continuity and information security arrangements that meets our business obligations

Requirements

• Previous experience in a similar administrative role or support function
• Experience of project finance administration systems and best practice protocols around management of project finances
• Experience using property or asset management databases or other similar databases for recording key business data
• Experience fielding queries either from within an organisation or from external sources, and building relationships with colleagues, landlords, customers and suppliers
• Experience of different electronic and paper file management systems
• Experience communicating with a broad range of internal and external stakeholders in verbal and written forms
• A sound educational background – 5 GCSE’s including English and Mathematics
• Knowledge of filing systems and best practice for storage and retrieval of electronic and paper-based information and documentation
• Knowledge of project finance software or systems
• Computer literate, intermediate skills with Microsoft Office and in particular Excel
• Ability to communicate successfully with people at all levels both inside and outside the business, both verbally and in writing
• Ability to utilise modern communication tools including video conferencing, instant messaging and the like
• Organisation skills including an ability to prioritise effectively and work to tight deadlines
• Accuracy and attention to detail
• Ability to build strong and trusting relationships
• A team worker with ability to note and take action when senior members of the team require support
• Takes pride in their work striving for a quality outcome
• Can identify problems and able to take initiative and ownership to support resolution
• Shows integrity by being open and honest, being professional and following through on commitments
• Shows aptitude for client care and customer service