Property Administrator (Block Management & AST Support) - Central Lond

Posted on Dec 17, 2018 by GKr London

City, London United Kingdom
Admin & Secretarial
Immediate Start
£28k - £28k Annual

Our client is a leading estate agency, long established with some exciting plans ahead based in Central London. They are looking for a Property Administrator to support the Block Management and AST Property Management departments.

This is a new role and a great opportunity for an experience property professional with a keen interest in property management to grow and develop with the role during an exciting time for the business.

Duties include:

  • Ensure that all properties and leases/tenants are appropriately and fully registered on the Company's property management software.
  • Receiving and responding appropriately to issues as they arise and dealing effectively with the consequences using initiative to prioritise according to the business's needs
  • Assisting Block Manager with preparation of Annual Service Charge Budget and ensuring budgets go out to leaseholders with covering letters and demands on time.
  • Daily data inputting and ensuring systems are kept up to date.
  • Liaise with Property Manager and Accounts regarding company secretarial matters, directorship appointments and resignations, etc.
  • Liaise with Property Manager regarding sales packs and legal enquiries.
  • Liaise with Accounts Department and others as required, regarding payment of service charges and other charges. Assisting with arrears collection if required, including attending court where necessary.
  • Dealing with move-in processes i.e. referencing, ID checks and AST contracts (training to be provided).
  • Dealing with AST renewal and termination process.
  • Instructing external contractors for ad-hoc minor repairs having firstly discussed with the property manager.
  • Liaising with contractors to ensure access is given for works whilst reporting to the property manager.
  • Send the check-out report to the landlord and tenant.
  • Speak to the landlord about the deductions that you advise should be made, in line with the report.
  • Speak to the tenant about the deductions that the landlord wishes to make from the deposit.
  • Send the landlord and tenant a deposit form showing that the deductions have been agreed.
  • Send the accounts department the deposit statement so that the refund of deposit can be sent.
  • To serve relevant notices on tenants on behalf of landlords as required and in line with current legislation
  • Processing, checking and approving all invoices relating to reactive maintenance jobs and ensuring that the work flows are kept free.
  • Ensuring compliance and record keeping for requirements under the Housing Act 1988 ( as amended in 1996 & 2004) relating to Gas, Electric installations, Smoke and Carbon Monoxide detection and other items that arise as a result of legislative changes.
  • Liaising with external managing agents over H&S compliance and maintaining the database records relating to fire emergency plans in non-managed buildings where we have AST occupiers.
  • Co-coordinating regular management inspections on a cyclical basis for the property manager and maintaining reports accordingly.
  • Instructing inventory check in and check outs with the appropriate supplier at the commencement and end of tenancies and ensuring that all documentation is digitally stored on the network.
  • Registering deposits on TDS for tenants on new lettings and liaising with the internal teams to ensure the timely release at the end of tenancies.
  • Assisting with all dilapidations due at the termination of leases; obtaining quotations for works required and communicating all proposed deductions to the tenant.
  • Informing the appropriate authority and utility providers of meter readings and changes to account information at the commencement and termination of all leases.
  • Ensuring the highest cover of customer service at all times with all internal teams, external stakeholders & customers.
  • Providing cover for other team members during holiday and sickness absence, and during busy periods.
  • To carry out all other functions that the Company may from time to time request

Must have attributes:

  • Previous property experience (ideally administration/lettings administration) is required
  • Excellent attention to detail
  • Smartly presented and an excellent communicator (both written and verbal)
  • Previous experience working in the central London market would be highly advantageous
  • Excellent administration and organisation skills
  • A positive team player
  • A friendly and diplomatic approach to problem solving
  • Able to work in a busy and fast-paced role
  • Proficient in all Microsoft office packages including word, excel and Powerpoint
  • Confident dealing with clients over the phone and via email
  • Excellent ability to multi task and prioritise


Dependent on experience ranging from £23,000 - £27,000 per annum.

This is a Mon - Fri role.

Reference: 598331865

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