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.
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.
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
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
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
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
Responsiveness to colleagues and clients
Previous use of Tramps / Horizon Property Management IT systems