ABOUT METTA PROPERTY MANAGEMENT
Metta Property Management is a specialist property management company - dealing with only blocks of flats we are leasehold experts.
We are a close-knit team, who actively support and learn from each other daily. We care about what we do and take pride in our work, where ideas, collaboration, and passion come together creating an ethical business.
PURPOSE OF ROLE
To provide support to the Director and assist with administrative duties in relation to property sales and general administration.
Responsibilities and Expectations
* Assist Director with paper filing – ensuring good housekeeping of office generally.
* Assist with ordering stock of office supplies – checking when levels of paper, envelopes, ink etc. are low.
* Use Hubspot to log new business inquiries and assist Director on following up on opportunities for growth.
* Assist Director with email communication, ensuring to clear emails to clients within appropriate turnaround times.
* Create diary entries – and ensure Director is prepared for any meetings.
* Monitor works order manager and work with Property Managers to ensure that all open works orders have notes providing current status of job (ensuring notes are no more than 1 week old).
* Regularly update Section 20 tracker and assist with progressing work required.
* Report on outstanding issues to Director and assist with ensuring all matters reach resolution.
* Get quotes for repairs as required.
* Assist with mail merges and post duties.
* Log out of hours calls and assist with prompt resolution – ensuring to keep property manager informed of issues that arise.
* Set agenda for team meeting and collate information required.
* Update notes on Blockman following communication issued to/from Director from residents and save documents issued to Director by email on Shared Drive.
Administration
* Log all issues reported on software and ensure these are actioned and updated frequently until a resolution is found.
* Save all documents received electronically on Shared Drive – using the company policy for naming and saving documents so they can be located by everyone within the team.
Legal Administrative Support
* Assist with administration following the sale of managing properties and liaising with solicitors when necessary.
* Track sale progress and update internal tracker following communication with property management team.
Generally
* Assist with managing portfolio in accordance with the management agreement and the terms of the lease.
* Ensure the Managed Properties are well maintained and any repairs or issues are dealt with promptly and efficiently.
* Build a good working relationship with both residents and clients of the company and be a positive representative of Metta Property Management at all times.
Undertake reasonable additional duties as required.
Communication
* Answer enquiries by telephone and email (ensuring to adhere to the company policy for turnaround times).
* Attend site meetings as and when required.
* Ensure that the highest levels of customer care and service are maintained at all times.
* Remain courteous at all times.
Contractors
* Instruct contractors to carry out remedial work as and when necessary.
* Report on the operation of all service contracts relating to managed properties with regards to their effectiveness.
Health and Safety
* Liaise with Health and Safety consultants in relation to Fire Risk reports carried out at Managed Properties and create appropriate logs with regards to work required.
* Action health and safety issues appropriately, and within the necessary timeframes following external reports carried out.
Reporting & Records
* Keep a written note of issues.
* Monitor and review all logs and systems of record keeping.
Minute Taking
* Take minutes for AGMs, Directors meetings, etc.
Job Type: Full-time
Pay: £17,000.00-£23,500.00 per year
Benefits:
* Company events
* Free parking
* On-site parking
Schedule:
* 8 hour shift
Experience:
* Administrative: 1 year (preferred)
Work Location: In person
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