Administrator - Business Support - Glasgow

his role is responsible for providing a professional and efficient administrative support service across the Scottish offices by carrying out key support tasks as follows.
General office tasks:

• Format correspondence, reports and other documentation in line with appropriate specifications and to a high standard within agreed deadlines


• Establish and maintain effective systems for filing, information retrieval, and for the reproduction of documents when required


• Assist with travel and accommodation arrangements where required


eBIS Internal Accounting System:

• Fee notes


• Credit notes


• Purchase Ledger coding


• Cash expenses


• Month-end report running for fees and reconciliation of all billed income


Audit and Compliance:

• Job set-up and opening


• Conflict of Interest checking


• AML checks for Property Management, Building Consultancy and Capital Markets


Marketing:

• Upkeep of client mailing lists


• Assist with marketing and social events


• Provide Marketing support for Scotland team


• Liaise with National LSH Marketing Team and provide guidance to Scottish offices


• Co-ordination of press releases and social media


PMG Support:

• Service charge management


• Working with colleagues to keep a copy of the current Budget for each managed property in Scotland on a central database


• Compile a central database of Tenant accounts and property contacts for each multi let property


• Send each Tenant a copy of the new budget, noting their new annual allocation on account and with accompanying LSH standard template and notes


• Track year-end reconciliations with surveyors and Accounts Team and ensure surveyors are actioning drafts


• On completion of service charge reconciliation, prepare service charge year-end pack to send to Tenants, with accompanying notes and letter in event of overspend


• Provide surveyors with quarterly variance service charge reports identifying any overspends


Other PMG Support Responsibilities

• Maintain property allocation lists, annual property inspection and service charge budget Tracker up to date.


• Assist with preparing and issuing client reports


• Prepare and issue meeting invitations/room bookings and conference call details as required


• Prepare quarterly arrears lists for checking by surveyor Maintain Property Management Agreement Log


• Produce inspection reports and assist with issuing Tenant follow-up letters


• Liaise with suppliers on basic invoice queries as directed by the FMs, e.g. requesting copy invoices or breakdown of charges


• Process expenses


Office equipment management, including:

• Local IT support where necessary (mobile phone set-up, etc.)


• Equipment repair management Supply management (toners, stationery, kitchen supplies)


Archive Management:

• Dead file box retrieval; dead filing compilation; inventory reviews


General Office Assistance:

• Provide back administration support for Valuation in local secretarial absence


• Meeting room diary and provision of refreshments


• Assistance with team social events


• Maintain a clean and tidy office and kitchen