Property Management Assistant
An exciting opportunity has emerged for a Property Management Assistant to join our client based in Co. Clare.
About the Role
The primary purpose of this role is to support the Property Operations team with a range of administrative duties and, from time to time, engage directly with clients and service providers.
Key Areas of Responsibility:
* Preparation of annual property service charge, water, and commercial rates budgets in collaboration with Finance.
* Preparation and submission of monthly variance analyses of service charge budgets.
* Maintaining various reports on buildings and estates under SCE management (e.g., vacant building and estate inspection reports).
* Dealing with client queries regarding service charges.
* Liaising with the Legal Department regarding legal issues related to problem tenants, as required.
* Calculation and preparation of client balancing statements related to service charge rate changes.
* Supporting internal and external service charge audits.
* Maintaining service charge audit records for each estate and multi-let.
* Ensuring square footage details are accurate and updating records as new buildings are completed.
* Preparation of commercial rates payment schedules on vacant buildings and multi-lets for each local authority.
* Arranging rates revaluations of existing properties and completing Section 11 forms for local authorities when applicable.
* Supporting the Leasing and Operations teams on a range of duties, including data entry on the Property Financial System (Yardi), such as work orders issued to maintenance contractors.
* Acting as the point of contact for local authorities and clients on matters relating to commercial rates and service charges.
* Ensuring that all SCE buildings are properly insured in collaboration with Finance and external insurance brokers.
* Ensuring prompt payment of utility invoices and liaising with the Leasing team for the same.
* Administering Building Alteration Permits for proposed tenant works within our buildings.
* Performing other administrative duties within SCE as required.
Requirements:
* Strong administrative skills with analytical and problem-solving capabilities.
* Experience dealing directly with tenants on property management issues (a distinct advantage).
* Proven systems knowledge; experience with Yardi (used by SCE) is desirable.
* Advanced proficiency in Microsoft Office applications, particularly Microsoft Excel.
* Proven financial and administrative experience (experience in the property sector is a distinct advantage).
* Estate agency experience (an advantage).
* A flexible and resourceful approach, with the ability to work on one's own initiative.