Property Administrator in Selkirk

Location: Selkirk

Salary: Hidden

Recruiter: Colliers

Job Hours: Full-time

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Job Description

Reception duties at Ettrick Riverside including managing visitors to tenants of the building, managing a telephone switchboard, responsibility for assisting tenants with a mail franking system and incoming and outgoing mail.

Responding to telephone or email enquiries in a professional manner, ensuring appropriate follow up on any actions as required

Management of the various Meeting Rooms including room bookings and preparing rooms for meetings.

Tenant liaison and co-ordination of enquiries, issuing tenant wide communications.

Deal with tenant complaints/queries and offer prompt resolutions, escalate where necessary.

Ensure all front of house areas are always immaculately presented

Log any property faults/issues with the helpdesk and inform the Building Manager.

Co-ordination of contractors when visiting site, liaising with the Building Manager as required.

Assist the Building Manager to show potential new occupiers’ vacant spaces and ready units for handover to new occupiers.

Ensure you perform your duties to the highest degree of dedication and commitment

Data processing and management of databases, ensuring accurate and timely import of information including but not limited to Tenant Directory, Key Log, Riskwise and Elogbooks

Maintain and produce specified reports such as onsite team holiday planner, Property Management & Team Directories, including Park Directory, Property Management Logs, Contractor List, Key Holder List.

Administration of ad-hoc billing for Ettrick Riverside Business Centre. (meeting room hire, printing, office supply sundries etc.)

Liaising with tenants if there are arrears in respect of sundry charges.

To produce and keep updated documents in accordance with Tenant Directory.

To coordinate with the Building Manager and ensure fire evacuation drills and other H&S exercises are carried out on a regular basis in accordance with the health and safety requirements. This includes ensuring the emergency plan and related site maps are continually updated.

To liaise with local authorities, utility providers and rating authorities as appropriate

Expertise & Professional Development

You are the ‘go to’ person in your area of expertise/specialty for questions from your colleagues, clients and customersYou possess excellent interpersonal communication skillsYou are solutions focused, advising colleagues and stakeholders with solutions not problemsExcellent knowledge of IT systems including MS Outlook, Word, Excel and PowerPointYou are willing to learn CAFM reporting systems such as Meridien, RiskWise.Maintain elogbooks and use permit to work system

Communication & Managing Expectations

You actively listen and interpret key information from and to clients, customers, colleagues and service partnersYou manage and exceed expectations by prioritizing tasksYou can tailor your message to different stakeholders to ensure that the correct message is receivedYou will strive to anticipate needs and exceed expectationsYou will communicate to provide required information as well as offer prompt resolutions

Qualifications

Service Excellence

You demonstrate and role model the key behaviors of service excellence.

You conduct professional work for Clients and ensure that all relevant reporting requirements are met to agreed deadlines.

You preempt the work required ensuring you are always delivering high levels of service.

Be flexible and open minded and positively adapt to any reasonable changes to your role (duties & responsibilities) proposed by your line manager and/or the Client.

High Quality Work

You continuously look to improve the quality of your work and ensure quality control.

You demonstrate excellent organizational and time management skills.

Productivity & Efficiency

You challenge where you see that time is wasted and tasks could be delivered more efficiently by focusing your energy on those tasks that are within your control.

Possess excellent oral and written communication skills.

Ability to produce detailed building management report.

Collaboration

You have strong trusting relationships and promote a culture of information sharing and cross working relationships.

You will create a positive and collaborative working environment.

You will work effectively as part of the wider Park Management Team.

Service Excellence

You are results and impact focused and go the extra mile to deliver the best service.

You show reliance, even when under pressure and during challenging times.

You have an excellent change management mindset.

Personal Development

You actively request, take on board and action any feedback to develop, as well as provide positive and constructive feedback to the team.

You seek out and attend relevant personal and professional development such as training courses, new projects and assignments.

Diversity & Inclusion

You are involved in the Balance in Business initiatives for the organization and promote a culture of inclusivity free of bias, calling out inappropriate behaviours and conduct.

You represent Colliers in community groups at internal and external events and look at how the Park Management team can have an impact to the wider internal and external community.