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 provide our services across the core sectors (office, industrial, retail and hotel) as well as many specialised property types.

The UK business is headquartered in London, with over 900 specialists throughout 16 offices across the UK and Ireland. Our overall mission is simple: Provide a happy, efficient & safe environment. At The Edinburgh BioQuarter we provide mixed use multi-tenant space, comprising of office & laboratory units. Our client Scottish Enterprise is at the forefront of promoting a facility to nurture and help thrive Life Science in Scotland.

Your main role is to facilitate the tenant's requirements, promote a welcoming environment for visitors and assist the onsite Facilities Manager. Based predominantly front of house within Building Nine at the reception, you will be mainly responsible for ensuring any tenants & administration requirements are dealt with within a professional & timely manner.

Job Description:

• Reception duties at The Edinburgh BioQuarter including managing visitors, deliveries and managing incoming calls.
• Management of meeting rooms and the preparation of rooms.
• Tenant liaison and co-ordination of enquiries, issuing communications.
• Deal with tenant complaints/queries and offer prompt resolutions, escalate where necessary to the Facilities Manager.
• Ensure all front of house & common areas are immaculately presented. Complete inspections & meet with the cleaning supervisor on a regular basis.
• Log faults with the helpdesk & inform the Facilities Manager.
• Co-ordination of contractors when visiting site, with support from the Facilities Manager. This may require careful planning with the tenants.
• Assist the Facilities Manager to show potential new occupiers’ vacant spaces & ready units for handover to new occupiers.
• Help plan & execute, occupier & social value engagement initiatives.
• Administration of ad-hoc billing for Nine & BioCube 1 (meeting rooms, broadband, telephony, etc).
• To produce & update operational documents & databases in accordance with site management. Such as Tenants Handbooks, Tenant Directories, Key Logs, etc.
• Assist the Facilities Manager to ensure fire and other evacuations are carried out on a regular basis in accordance with the health and safety requirements.
• Assist the Facilities Manager during quarterly tenant meetings including taking minutes.
• The issuing, deleting & configuration of access cards whilst using the access control system for tenants & contractors.
• Cover the Facilities Manager whilst absent holidays/sickness.
• Manage and support the touchdown office area, including booking coordination, ensuring readiness of workstations, maintaining cleanliness and supplies, and assisting users with access and connectivity.

Expertise & Professional Development:

• You are the ‘go to’ person in your area of expertise/specialty for questions from your colleagues, clients and customers.
• You possess excellent interpersonal communication skills.
• You are solutions focused, advising colleagues and stakeholders with solutions not problems.
• Adequate knowledge of IT systems including MS Outlook, Word, Excel and PowerPoint.
• Maintain logbooks and use permit to work system with support from the Facilities Manager if required. H&S training is preferred but not essential.

Communication & Managing Expectations:

• You actively listen and interpret key information from and to clients, customers, colleagues and service partners.
• You manage and exceed expectations by prioritising tasks.
• You can tailor your message to different stakeholders to ensure that the correct message is received.
• You will strive to anticipate needs and exceed expectations.
• You will communicate to provide required information as well as offer prompt resolutions.

Qualifications:

• You demonstrate and role model the key behaviours of service excellence.
• You conduct professional work for Clients and ensure that all relevant reporting requirements are met to agreed deadlines.
• You preempt the work required ensuring you are always delivering high levels of service.
• Be flexible and open minded and positively adapt to any reasonable changes to your role (duties & responsibilities) proposed by your line manager and/or the Client.

High Quality Work:

• You continuously look to improve the quality of your work and ensure quality control.
• You demonstrate excellent organisational and time management skills.

Productivity & Efficiency:

• You challenge where you see that time is wasted and tasks could be delivered more efficiently by focusing your energy on those tasks that are within your control.
• Possess excellent oral and written communication skills.

Additional Information:

• You have strong trusting relationships and promote a culture of information sharing and cross working relationships.
• You will create a positive and collaborative working environment.
• You will work effectively as part of the wider Site Team.
• You are results and impact focused and go the extra mile to deliver the best service.
• You show resilience, even when under pressure and during challenging times.
• You have an excellent change management mindset.
• You actively request, take on board and action any feedback to develop, as well as provide positive and constructive feedback to the team.
• You seek out and attend relevant personal and professional development such as training courses, new projects and assignments.
• You are aware and can identify where professional conduct and integrity should be challenged, and act as a role model and advocate Colliers values.
• You are involved in the Balance in Business initiatives for the organization and promote a culture of inclusivity free of bias, calling out inappropriate behaviours.
• You represent Colliers in community groups at internal and external events and look at how the team can have an impact to the wider internal and external community.