Careers at Ballymore

Estate Administrator (Part-time)

  • Department
  • Location
  • Job type
  • Estate Management
  • East London
  • Part-Time

Job Description

Estate Administrator - West Silvertown, E16

Hours of work: 28 per week, 9am - 5pm (Monday, Tuesday, Thursday & Friday)

Duties & Responsibilities 

  • To support the on-site management team with all administrational aspects of the development.

  • Reporting into the Deputy Property Director (DPD) and working with him/her to ensure the smooth running of the estate and the delivery of excellent customer service to residents and commercial tenants.

  • To work closely with other administrators and coordinators to ensure they are working in harmony and providing support to each other

  • Responsible for recording relevant accurate information on the in-house database and supporting systems.

  • Manage all office consumables ordering, deliveries, stock levels and storage.

  • Lead on facilitating bookings for HIU and Apartment Front Door inspections.

  • Ensure that all move-in, move-out and other resident data is maintained in an efficient and timely manner and that adequate records are kept of all residents, apartments and registered vehicles. Treat all the information as confidential.

  • Create welcome letters and packs for all new residents, advise the residents of the facilities available and any operational guidelines of the building. 

  • Be the first point of contact for the on-site management team in relation to all telephone enquiries, emails and letters. 

  • Design letter templates and forms for the team to use (in liaison with the Property Director) to ensure consistency when responding to enquiries/problems etc.

  • General administrational duties such as maintaining efficient electronic and paper filing systems, diary management, drafting minutes & typing agendas, stock control and ordering stationery, post (incoming/outgoing), photocopying, faxing and any other ad-hoc admin tasks.

  • Assist the management team with complaints and any subsequent action in the timely manner and keep the DPD informed of the progress.

  • When necessary, send out any circular letters to residents on behalf of the team, assisting with the design of the resident’s newsletter and website.

  • Raise purchase orders, code orders and enter delivery note information obtaining the necessary approval from management. Ensure the correct process is adhered to at all times.

  • Assist the management team with analysis of financial reporting

  • Deputise in absence of Property Coordinator with imputing data for Payroll on a monthly basis, ensuring all data relating to payroll is received from the staff and logged for the month as required.

Skills & Experience

  • Excellent computer skills, proficient in Outlook, Word, Excel and PowerPoint.

  • Good communication skills (inc telephone manner) with the ability to deliver clear and concise information both verbally and written.

  • Good organisational skills and strong attention to detail.

  • Minimum of one-year administrational experience ideally in a service oriented environment.

  • Experience of dealing with customer complaints and enquires.

 We operate as an equal opportunities employer. 

Personal Information