Assistant Asset Manager in Shoreham-by-Sea

Payrate: £18.85 per hour via PAYE/£23.19 per hour via Umbrella

Contract Length: 6.5 Month Contract

Location: Shoreham, BN43, UK

Working Pattern: Hybrid - office attendance in Worthing 3 days per week, typically Monday, Wednesday and one additional day. For the right candidate, 2 days per week in the office may be considered.

Job Description - Principal purpose of job (role summary):

As an Assistant Asset Manager you will support the Asset Manager and Property Managers to assist in the effective and safe management of the Council's local property estate. Your manager will empower you to apply our principles - resilience, adaptability and participation - to your working practices.

Expectations of post holder:

• Willingness to embrace change and ability to adapt to new ways of working
• Enthusiasm for working across teams in collaboration and partnership in order to help deliver Our Plan
• Act with honesty and openness, and be brave enough to contribute your ideas and get involved
• Bring your passion for delivering a high quality service for our residents and wider community to your role
• Engage proactively in your performance and development conversations, and embrace opportunities to learn and grow
• Live how we work with each other and our customers:

• We listen
• We say what we think & do what we say
• We are inclusive & kind
• We are ambitious
• We think & act beyond ourselves and our service
• We are a team

Promote the service and Councils positively at all times.

Role specific Duties and responsibilities:

• Contribute to the management of the Council's current commercial property portfolio, including support in negotiating and agreeing rent reviews, sales, leases, licenses and other agreements.
• Support the team in initiatives for additional income generation and/or sites for disposal that will generate receipts and reduce the Councils liabilities, liaising with appointed agents and colleagues as required by collating information required.
• Undertake inspections and viewings with third parties on properties to let or for sale and run the process of lettings of car parks, garages and other non-residential property including supporting managers in delivery of wayleave and easement agreements.
• Help the team to grow our knowledge of new legislation, circulars and statutory notices affecting the work of the team, and deliver occasional informal updates to the team to help us stay ahead of changes in our sector.
• Provide considered challenge around ways of improving income and or community benefit from the estate, and provide costed proposals around new initiatives.
• Assist the Property & Investment Manager and other colleagues in ensuring all strategic property data are accurately recorded and maintained up to date, inputting accurate data on the council's asset management system 'terrier'/estatesapp/GIS system and maintain processes and protocols for data management.
• Participate in any relevant training and development activities for this post, as guided and advised by the Principal Property Surveyor or Property Investment Manager.
• Act as Google Champion across the team to ensure the smooth rollout of data into the system and ensure team members know how to access and use the system.
• Act as an initial point of contact for property-related enquiries, collating the responses and responding to members of the public and other stakeholders and colleagues.
• Undertaking vacant property inspections, record meter readings, liaise with property agents.
• Process orders and invoices on the FMS system for the estates team.
• Help the team to pivot the estate to meet current and forthcoming MEES regulations and other environmental regulations.
• Ensure that assets are occupied by competent parties under 'FRI' leases or, where not under such leases, any compliance or responsibility that falls to the council is understood, communicated appropriately to those responsible and recorded in the systems.
• Be supportive of the regular update and monitoring of income and expenditure for properties under management. This will include raising purchase orders, reconciling accounts, tracking and processing invoices and reporting exceptions.
• Undertake all duties in accordance with Council policies, in particular those relating to Customer Care and Equal Opportunities.
• Undertake any duties regarding health, safety and welfare at work, civil contingencies and business continuity which may reasonably be allocated to the postholder as a result of legislation, codes of practice or Council policies.
• As the post holder, you will be required to undertake such other duties as may be required within your grade and competence, and therefore the list of duties in this job description should not be regarded as exclusive or exhaustive.

Person Specification:

• Participative: Make sure that you embrace all opportunities to have your say and recognise the importance of your colleagues taking the opportunity to be heard too.
• Adaptive: Ability to thrive in an adaptive environment on a continuous improvement journey of change.
• Resilient: Understand the part you play in your team and the organisation as a whole, recognising your importance to our success.
• Ability to bring passion to your work.
• Ability to recognise and support your own wellbeing needs and ask for help when you need it.

Essential Qualifications:

• Degree in Business Related subject or working towards RICS.

Knowledge:

• Knowledge and experience of working with businesses, partnerships and external agencies.

Experience:

• Experience of developing and using effective procedures and protocols to assist in the administration and monitoring of financial, property transactions.
• Experience of working collaboratively with a variety of organisations and businesses.

Desirable:

• Experience of working in the public sector, ideally local government.
• Experience of reading and interpreting licences, leases and other property legal documents.

Communication:

• Able to communicate effectively with colleagues, councillors and staff in the Council.
• Excellent interpersonal & communication skills to support administration of place based partnerships, to include attending meetings and taking minutes.
• Excellent diplomacy skills and understanding of confidentiality and need to protect personal data.
• Commitment to delivering exceptional customer care.

Relationship Building:

• Ability and willingness to develop effective working relationships with tenants, businesses, community organisations, commercial agents, networks and partnerships.
• Ability to apply knowledge and provide advice, or find the right contact, to deal with enquiries, including from tenants, commercial agents, partners, colleagues and similar.

Analytical:

• Good financial skills to support updates and monitoring of income and expenditure associated with the Council's estates service.
• Ability to make decisions to facilitate delivery without need for constant managerial supervision.
• Excellent level of competency in business IT systems.
• Willingness to use/be trained on Council financial management systems and property budget monitoring spreadsheet.

Desirable:

• Competency in Google Platforms (sheets, docs etc.). Training will be given if not.
• Experience of GIS systems, CRM management, Pro-Map or similar.

Planning/ Organising:

• Understanding/experience of monitoring achievement against protocols, strategies and project indicators.
• Organised, accurate, methodical and able to prioritise own workload to achieve targets and deadlines.
• Able to respond quickly and appropriately to unplanned situations.
• Excellent attention to detail, tidy and punctual.
• Self-motivated and happy to work independently when required.
• Able to keep calm when under pressure or when dealing with challenging situations.

Other requirements:

• Ability to handle small items of equipment, IT equipment and similar.
• Able to carry out off-site property inspections, record meter readings and similar, when required.
• Flexible working with an occasional requirement to work outside normal hours, including evenings and weekends.
• Valuing kindness and compassion in the workplace and able to be direct when appropriate.
• Acceptance of political restriction.
• Able to travel within the Adur and Worthing Districts.