Property Administrator / Receptionist

Colliers is a leading commercial real estate services company, providing a full range of services to real estate customers, developers, and investors on a local, national, and international basis. Services include brokerage sales and leasing (landlord and tenant representation), real estate management, valuation, consulting, project management, project marketing, and research. We operate across core sectors such as office, industrial, retail, and hotel, as well as many specialized property types.

The UK business is headquartered in London, with over 900 specialists across 16 offices in the UK and Ireland. Our mission is simple: To provide a happy, efficient, and safe environment.

At The Edinburgh BioQuarter, we offer mixed-use multi-tenant spaces, including office and laboratory units. Our client, Scottish Enterprise, promotes this facility to nurture and support the growth of Life Science in Scotland.

Your main role is to facilitate tenant requirements, promote a welcoming environment for visitors, and assist the onsite Facilities Manager. Based mainly at the front of house within Building Nine at the reception, you will be responsible for addressing tenants' and administrative needs professionally and promptly. This role will help you develop vital skills to enhance your abilities further.

Job Responsibilities

• Reception duties at The Edinburgh BioQuarter, including managing visitors, deliveries, and incoming calls.
• Managing meeting rooms and preparing them for use.
• Liaising with tenants and coordinating inquiries, issuing communications.
• Handling tenant complaints/queries and providing prompt resolutions, escalating as necessary to the Facilities Manager.
• Maintaining the presentation of front of house and common areas, conducting regular inspections, and liaising with cleaning staff.
• Logging faults with the helpdesk and informing the Facilities Manager.
• Coordinating contractors visiting the site, supporting from the Facilities Manager, and planning visits with tenants.
• Assisting the Facilities Manager in showing potential new occupiers vacant spaces and units ready for handover.
• Planning and executing occupier and social value engagement initiatives.
• Administering ad-hoc billing for Nine & BioCube 1 (meeting rooms, broadband, telephony, etc.).
• Producing and updating operational documents and databases, such as Tenants Handbooks, Directories, and Key Logs.
• Assisting in fire and safety evacuations and safety compliance.
• Supporting quarterly tenant meetings, including minute-taking.
• Managing access cards and using access control systems for tenants and contractors.
• Covering for the Facilities Manager during holidays or sickness.
• Supporting the touchdown office area, including booking coordination, workstation readiness, and user assistance.

Expertise & Professional Development

• Be the go-to person in your area of expertise for colleagues, clients, and customers.
• Possess excellent interpersonal communication skills.
• Be solutions-focused, advising colleagues with practical solutions.
• Have adequate knowledge of IT systems including MS Outlook, Word, Excel, and PowerPoint.
• Maintain logbooks and use permit-to-work systems, with support from the Facilities Manager; H&S training is preferred but not essential.

Communication & Managing Expectations

• Actively listen and interpret key information from clients, colleagues, and service partners.
• Manage and exceed expectations by prioritising tasks.
• Tailor messages to different stakeholders to ensure clarity.
• Anticipate needs and strive to exceed expectations.
• Communicate effectively to provide information and prompt resolutions.

Qualifications

• Demonstrate and role model key behaviours of service excellence.
• Conduct professional work for clients and meet reporting requirements.
• Preempt work needs to deliver high service levels.
• Be flexible and adapt positively to role changes proposed by your line manager or the client.

High-Quality Work

• Continuously seek to improve work quality and ensure quality control.
• Demonstrate excellent organisational and time management skills.

Productivity & Efficiency

• Challenge inefficiencies and focus on tasks within your control.
• Possess excellent oral and written communication skills.

Additional Information

• Build trusting relationships and promote a culture of information sharing and collaboration.
• Create a positive working environment and work effectively as part of the wider team.
• Be results-oriented, reliable under pressure, and have a strong change management mindset.
• Seek and act on feedback for personal and professional development.
• Uphold professional conduct and integrity, advocating Colliers' values.
• Participate in organisational initiatives promoting inclusivity and community engagement.