Perth Suite, Castle House, Fairways Business Park
Inverness
IV2 6AA
* Mon to Fri: 8.30am to 6.00pm
* Sat: 9.00am to 2.00pm
Job Description
The role
With a view to increasing capacity within our Rural Land Management team and with current members growing their careers and taking on more responsibility, we are looking to employ a Portfolio Administrator based in Inverness.
Rural land management is an exciting sector, currently seeing significant change, with the wide interest in Scotland’s landscapes and rural properties and the opportunities they provide to tackle some of the challenges society currently faces, including rural housing, climate change and the biodiversity crisis.
Property portfolio management in a rural context involves following new and established processes to ensure a high standard of reactive maintenance, compliance, and lease management for a range of rural commercial, agricultural and residential properties, to support the land agents and specialist consultants in the team.
The team is small and works alongside the Inverness Residential Agency team and with the other Rural Land Management teams across Scotland. In the role you would be client facing and liaising directly with tenants and other client stakeholders. The role is to support the team, working closely with the Senior Portfolio Manager and Portfolio Manager.
The ideal candidate should be enthusiastic, professional and well organised and should possess excellent communication and interpersonal skills. The ability to join with a can-do attitude, contributing positively, solving problems and following systems and processes. Familiarity with Microsoft software and the ability to quickly learn and understand new software packages will be key.
The aspiration is to grow the team and develop further specialist skill sets. The role is office based. With team members working remotely and out on site, the role provides the consistency and office presence to ensure portfolio management functions are working effectively and efficiently.
1. Integral member of the central management team for a large institutional client providing portfolio administration, including supporting the client reporting on monthly on task and action progress.
2. Business administration for client owned farm and estate businesses, to include drafting and issuing statutory documents for signature, managing supplier invoices and accounts, recording tenancy data in online database and managing contractor compliance administration.
3. Manage shared mail and email boxes and compose written replies on behalf of the team. Take follow-up action where appropriate, redirecting if necessary and drafting responses where requested.
4. Receive telephone calls on behalf of the team, respond to enquiries where possible or refer the enquiry if appropriate.
5. Business administration for the team as required to include, producing professional services invoices, helping with recovery of overdue invoices, overseeing minor facilities management works and responding to internal health and safety updates.
6. Draft, format and issue documents including professional reports, valuations and pitches ensuring a high standard of accuracy and presentation is maintained.
7. Organise and service meetings including providing agendas, producing minutes and ensuring effective follow-up action. Make bookings for venues, refreshments and equipment where necessary arrange travel.
8. Diary management for the team.
9. Maintain and update electronic filing system and data inputting to software systems.
10. Support with client onboarding processes to help the team to meet regulatory requirements, acting as a “Know Your Client”/Anti-Money Laundering Administrator as required.
11. Assist with the management of letting enquiries and uploading of letting particulars to the sales and lettings portal.
Person specification
1. Energetic and enthusiastic attitude with a willingness to learn and embrace change.
2. Able to follow agreed processes accurately but also able to suggest ways to refine systems.
3. Able to work under own initiative and able to prioritise workloads.
4. Excellent level of IT skills with a full knowledge of Microsoft Office applications, Word, Excel and Outlook. Use of MS Teams and Sharepoint functionality.
5. Understands and committed to the confidentiality of our clients.
6. Accuracy and attention to detail.
7. Positive attitude, well-presented and articulate.
8. Experience of working in the property sector advantageous.
We are proud to offer award-winning benefits to support and reward our employees:
•Health & Leisure: 25 days annual leave + public holidays (the option of purchasing up to 5 additional days via flex benefits), health screening, gym discounts, wellbeing support, volunteering opportunities, cycle to work scheme, eye care voucher, travel & retail discounts, travel insurance, concierge service, kids pass, open fairways golf card, great company culture and social events (including sports teams, charity events, art pass), perks at work.
•Financial: Pension, life assurance at 8 x basic salary, group income protection (long term disability insurance), interest-free season ticket loan, bonus scheme - you will be eligible to participate in the Company’s Bonus Scheme, share incentive plan, financial and mortgage advice.
Strutt and Parker is committed to providing a work environment that fosters diversity, inclusion, and equal employment opportunity without regard to race, colour, gender, age, creed, sex, religion, national origin, disability (physical or mental), marital status, ancestry, sexual orientation, gender identity and gender expression, or any other legally protected status.
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