Job details
Offboarding & Integrations Coordinator
HOURS OF WORK | Monday to Friday 37.5hrs
LOCATION | West Croydon
DIVISION | B-Hive Property Solutions
QUALIFICATION LEVEL | GCSE Grades (A to C) and Level 2 Course/Exam in Leasehold Management
Company profile
B-Hive Property Solutions is part of the Vegner Group of Companies. The Vegner Group is a property service group established in 1991. With over 30 years' experience the business specialises in the management of blocks of flats and offers other related services such as insurance broking, lettings management, surveying, company secretarial and the provision of concierge staff. The group has revenues of approximately £31m, and has over 650 employees, 180 of which are based at clients' buildings. We also administer the employment (payroll and HR support) for a further 150-200 staff employed directly by our clients.
Headquartered in Richmond the group operates from 18 locations across England. The highest concentration of staff is in the Southeast of England.
Job Purpose
To offer the highest standards of service to external customers (leaseholders, managing agents, clients) as well as internal customers (employees and partners) by administering the offboarding process. The role will ensure that all departments adhere to the established procedures, facilitating smooth transitions when developments exit the portfolio. Additionally, the role involves supporting integration activities as needed within the Integrations & Offboarding department.
Primary Responsibilities
The Offboarding & Onboarding Coordinator will work under the direction of the Head of Integrations and assist in managing the offboarding process, ensuring all relevant teams and departments fulfil their responsibilities effectively.
Offboarding Process
1. Termination Coordination: Receive and manage termination notifications, ensuring prompt communication with all relevant departments.
2. Checklist Management: Distribute and track the completion of the Lost Block Notification Checklist, ensuring all sections are thoroughly completed and necessary documents (e.g., Management Agreement, termination correspondence) are attached.
3. Communication Management: Send standardised communications to clients, energy brokers, new agents and other external and internal customers acknowledging termination and outlining the handover process.
4. Handover Preparation: Ensure the relevant team has compiled and distributed all necessary information to the new managing agents or self-managing directors, including leaseholder details, contractor information, and financial records.
5. Process Oversight: Monitor the progress of the offboarding process, ensuring that deadlines are met and that all tasks are completed by the respective teams (e.g., Property Management, Client Accounting).
6. Finalisation: Coordinate the final financial handover, ensure the closure of accounts, and update internal systems (PMS and Dwellant) to reflect the termination.
7. Reporting: Compile and distribute the Offboarding report using Excel showing what properties have been offboarded, are to be offboarded and their monetary impact upon the group.
Integration Administration
8. Completions: Assist with administering the completions process and compiling completion spreadsheets so they can be loaded onto our system sooner.
9. Information Handover: Chase and compile handover information from various external customers.
10. Email Management: Monitor and respond to queries in the Integration mailbox, escalating as necessary.
Person Specification
11. Excellent interpersonal skills
12. Determined, patient, firm and diplomatic demeanour
13. Ability to prioritise workload and work under pressure
14. Problem Solving
15. Outstanding written and oral communication skills
16. Strong co-ordination and time management skills
17. Proficient in Microsoft Software (Word, Excel and Outlook)
Randstad CPE values diversity and promotes equality. No terminology in this advert is intended to discriminate against any of the protected characteristics that fall under the Equality Act 2010. We encourage and welcome applications from all sections of society and are more than happy to discuss reasonable adjustments and/or additional arrangements as required to support your application.
Candidates must be eligible to live and work in the UK.