Property Administrator
BNP Paribas
GB, ENG, Birmingham
11d ago

BNP Paribas Real Estate, a specialised division of the financial services group BNP Paribas, offers its clients a comprehensive range of commercial and residential real estate services, thanks to its 6 lines of business : Property development, Transaction, Consulting, Valuation, Property Management, Investment Management.

With a ranking amongst the leaders on the market, BNP Paribas Real Estate is present in 34 countries, has 3,400 employees and makes a turnover of €712 million.

The role

This is an exciting opportunity to join a small but hardworking team as a , supporting the Birmingham Property Management teams in the management of investment properties for a range of institutional, private and corporate clients.

The role will enable a candidate with a strong property secretarial / administrative background to develop their skills in a range of property related areas for owners of multi sector buildings.

Main Accountabilities

  • Providing high quality Property Management Administration to the team
  • Administration of property data management
  • Preparing digital and hard copy reports for client meetings and internal purposes
  • Liaising with tenants, dealing with queries and the arranging of tenant meetings and building inspections
  • Monitoring and overseeing the progress of tenant applications for Landlord’s consent
  • Managing insurance schedules and liaising with tenants / insurance brokers on insurance matters
  • Attendance at team, client and department meetings, and production of meeting minutes
  • Organising and maintaining files e.g. Quality Assurance
  • Assisting the team in overseeing that all processes and procedures are being correctly followed by the team in accordance with the ISAE 3402 accreditation
  • Support to team on business development and setting up new property management clients
  • Assisting with due diligence for property purchases and disposals
  • Assist the team with administrative and ad hoc tasks and secretarial duties
  • Financial Responsibilities

  • Undertaking, monitoring and reporting on fee forecasting and billing for the team under the supervision of the client Director
  • Liaising with suppliers and dealing with invoice / payment queries
  • Liaising with the Client Finance team on the processes surrounding the production of annual service charge budgets, approving reconciliations and rent raising reports.
  • Undertaking service charge expenditure monitoring and reporting.
  • Working closely with the Central Business Systems team in the auditing of team performance on property, finance and risk management processes
  • People

  • Liaising with the other Property Management teams including Facilities Managers and Helpdesk Administrators
  • Liaising with clients, their solicitors, other advisors and tenants on a daily basis
  • Shares information with colleagues / others through team meetings, databases, filing systems, etc
  • Part of a small team of Property management administrative employees
  • Proactively communicates to colleagues and others
  • Organisation of successful client and team events / entertaining.
  • Clients and Business Development

  • Is courteous and responsive to clients (internal and external)
  • Works within clearly defined, well established processes under regular supervision
  • Consults more experienced colleagues on more difficult or novel situations
  • Systems and Process

  • Solves problems by following well defined processes and precedents
  • Authority limited to prioritisation of daily tasks and decisions made according to clear process
  • Is conscious of and takes steps to protect the interest of BNP Paribas Real Estate, employees and reputation
  • Essential experience

  • Experience of Commercial and or Residential property management administration / secretarial duties
  • Experience in working with and setting up efficient procedures and systems
  • Good working knowledge of Microsoft Excel, Outlook and PowerPoint
  • Key Skills / Competencies

  • Numerate, with excellent written and verbal communication
  • High level of attention to detail
  • Planning and organising - excellent time management, organisational and prioritisation skills
  • Pro-active and enthusiastic can do approach
  • Good team player, but with confidence to work autonomously
  • Sound decision maker, delivering innovative solutions
  • Pursues excellence
  • Responsiveness to colleagues and clients
  • Desirable

  • Previous use of Tramps / Horizon Property Management IT systems
  • Apply
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