Our Purpose: We believe the art is not in the deal but in the creation and delivery of places where businesses can live and grow prosperously. Identity: We act like an owner | Tenant relationships are our lifeblood | We find a better way | We work as a team Job Purpose: Provide key support to the Facility Manager and Office Manager by assisting with all aspects of administration, including lease preparation, archiving, assisting with maintenance tasks and other ad hoc duties as required. Expectation of a high level of service to our tenants. Minimum 3-5 years experience in property management or real estate administration is required. Year 12 completion is required for this position. Accountable For: Contractor Administration Assisting FM with entering approved maintenance tasks accurately into the Property Management software systems (Yardi) Prior experience with Yardi property management software is preferred but not essential. Creating Purchase Orders Ensure contractors have provided evidence of insurances prior to working on site, including: Public Liability $20M, Workers Compensation, SWMS, License Details. Assist FM with contractors' site inductions and queries Assisting FM and PM with communication with tenants on maintenance matters Following up insurance risk recommendation requirements for the portfolio Accuracy and attention to detail critical. Liaising with Suppliers as needed. Working with the Accounts Team Property Administration Lease administration, updating tenant details in database as required Writing welcome letter to tenants Preparation of Lease Bible Forms Updating Due Diligence folders (hard and soft copies) Assist Facility Managers with minutes Co-Ordinate Tenant requests - backing up Property Team as required General General office tasks Email monitoring Answering phone Filing and keeping of Daily Correspondence Boardroom meeting preparation Attending meetings as required. Office provisioning Contributes To: Clear and consistent reporting Keeping accurate database of information for company Maintenance of properties Working with the Property Managers and Accounts Team in a variety of tasks Reporting to: Office Manager and Facility Manager
