Reporting to the Estates Director (ED), this role has responsibility for the administration of the Estates Office, Bournemouth Airport, including the accurate and timely invoicing of rents, service charges and utilities. It also supports the ED, the Estates Surveyor (ES) and Estates Facilities Manager (EFM) in providing property services to meet and exceed customer needs across the mixed-use portfolio at Bournemouth Airport, and other assets within Regional & City Airports, such as Exeter Airport and Norwich Airport. The ED, ES, EFM and the Estates Administrator form the Estates team (the Team).
Key Responsibilities
- Estates Management System (currently Blue Box) – Upload property data onto the estate management system and other systems / records / spreadsheets. Ensure information is kept up to date and accurate at all times.
- Facilitate / process accurate and timely invoicing of rents, service charges and utilities.
- Procurement support – Support the EM/EFM and Finance team in setting up and deleting contractors from the procurement system and raising orders as required. Maintain a day journal of orders/expenditure so that the Team has an on-the-pulse budgetary understanding of the business.
- Utilities – Coordinate utilities supplies and meter readings to ensure that customers receive the services requested and are invoiced accurately and promptly. Make necessary adjustments to meter readings, e.g. sub-meters and factor meters. Respond to customer queries in a diligent and professional manner. Support with the completion of any services agreements required.
- Rates – Support the rates mitigation programme by ensuring that properties are internally occupied/vacated, as required, in order to maximise savings. Liaise with the rating authorities to ensure accurate rates bills for operational and tenanted property.
- Credit control – Provide on-site support to the Team and Finance team in following through credit control procedures.
- Insurance – manage the insurance charging and claims process, liaising with tenant and colleagues and (where necessary) facilitating repairs
- Customer service – Respond to customer queries and follow up actions promptly. Help provide a “one-stop property shop” service, ready to receive customers at all times during business hours. Ensure that moving in and moving out procedures are followed diligently with all internal and external parties notified. Assist the Team in building key customer relationships and holding regular customer forums.
- Marketing – Ensure that marketing material is available for all vacant units so that the Team can respond promptly to new enquiries. Arrange and when necessary, undertake viewings of vacant units. Maintain an enquiry log to track potential customers. With the support of the Team, the office is to be attended at all times during business hours in order to maximise letting/development opportunities, covering absence of Team members, whether due to annual leave or business commitments.
- Agreements – Assist the Team in documenting short term licences and issuing Heads of Terms to customers. Monitor estate transactional activity including new lettings, lease renewals and rent reviews, licences to alter, ensuring that new cases are diarised and progressed within defined timescales.
- Health, Safety and Environmental – Provide administrative support for H&S customer surveys, property inspections, and works. Respond to queries from all sources. Provide support in issuing and recording all necessary work permits. Assist with the delivery of travel planning policy.
- H&S Policy – It is fundamental to our success that health and safety policies are understood and acted upon by all employees. Whilst at work the postholder will comply with their responsibilities conferred by the Health and Safety at Work etc. Act 1974.
- Service charge – Provide administration and support to ensure full service charge recovery. Estimates and reconciliations to be completed within defined timescales and in accordance with RICS best practice guidance. As part of the Team, respond to customer service charge queries accurately and promptly.
- Filing/record systems – Organise the estates filing and record systems to ensure accurate and relevant information is available on demand.
- Website and signage – Ensure our estate websites and occupiers’ handbooks, are accurate and contain all necessary information. Directional signage should similarly be kept up to date.
- Support all functions of the Team across Regional and City Airports.
The list is not exhaustive and is not intended to restrict the scope of the job but clearly define a starting point and may vary depending on location and local customer requirements.
What we’re looking for
- Good experience/awareness of financial/commercial systems and procedures.
- Strong IT skills and experience, particularly Word and Excel. Knowledge of property management systems would be an advantage.
- Good understanding of internal and external stakeholders in relevant areas.
- Proven track record of dealing with internal and external customer requirements and delivery.
- Ability to demonstrate awareness of health, safety and environmental regulations relevant to the role.
- Good skills in managing deadlines, timetables, multi-tasking and priorities.
- Good resource planning and management skills.
- Good planning and organisation skills, including project management.
- Ability to act as a good ambassador for the Estates team and Regional and City Airports.
What’s in it for you?
- Life Assurance & workplace pension
- Free on-site parking while you work
- Free airport parking when you go on holiday (subject to availability)
- Discounts on Fred Olsen Holidays and with airport retailers/restaurants (including World Duty Free staff sales)
- Comprehensive training and fantastic career development opportunities
All applicants must have the right to work in the UK, provide five years of checkable referencing history, and pass a Criminal Record check.
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