Estate Secretary & Property Co-ordinator in Lincolnshire

Estate Secretary & Property Co-ordinator - Elton Hall, Cambridgeshire, PE8 Salary in excess of £30k + dependent upon experience and qualifications. Full-time Estate Secretary & Property Co-ordinator for Elton Estates Company Ltd. Elton Estates comprises a diverse portfolio of properties, a farm and a Grade 1 listed historic house open to the public during the summer. This is a unique opportunity to work in a friendly rural estate office, with a resident dog. The role is interesting and varied. Duties are mainly in assisting with the management of the Estate's residential and commercial properties - dealing with leases, repairs, tenants, contractors and managing the main reception. The applicant must be proactive with good attention to detail, flexible and able to work on their own initiative. They must be proficient in Microsoft Office (Word and Excel), good with people, a good communicator, and willing to learn new skills. The position is full-time. Salary dependent on experience and qualifications. The successful candidate will have the following skills and experience: Essential: You must be trustworthy, honest and efficient Good Microsoft Word and Excel skills, attention to detail, ability to multitask, excellent organisational skills and ability to work to agreed schedules A full UK driving licence, fluent in English and a non-smoker Good and lasting experience in a secretarial/administrative role and a proven commitment and loyalty to a previous employer The ability to learn new skills and to adapt, as necessary, to business updates and changes in legislation Very good inter-personal skills, to work with team members and a wide range of contractors and tenants A positive approach and ability to quickly solve problems and/or work under pressure - including the resilience to handle tenant complaints if they arise An appreciation of rural life and historic property, and those who live and work in it Desirable: A knowledge and/or experience of current letting legislation and/or rural lettings Experience of managing building works/contractors Relevant qualifications Job responsibilities - Job Description: Estate Secretary & Property Co-ordinator - Elton Hall, Cambridgeshire, PE8 You will report directly to the owners and be responsible for the day-to-day management of the tenanted residential and commercial properties and the running of the main office reception. Training and day-to-day support will be available while you learn the procedures. Duties also extend to the grazing and allotment agreements and ad hoc help on small events. Attention to detail is essential. Duties include (but are not limited to) the following: Circa 5 (or as many as required) new lettings per annum, in accordance with our letting procedures - Obtaining an EPC (if expired), updating marketing particulars, marketing the property on our website and Rightmove / other, following up on enquiries, carrying out viewings and organising credit and identity checks. Co-ordinating any property refresh works required. Thereafter, preparing and completing all necessary paperwork – property inventory (inc. checking all smoke & CO2 detectors), tenancy agreement, standing order agreement & initial invoice and any statutory documents (EPC, deposit information, electrical safety certificates etc.). Undertaking the check-in with new tenants. Ensuring all paperwork is completed as per procedure. Organising all routine maintenance in accordance with our property management schedules – boiler servicing, chimney sweeping, routine electrical safety inspections, routine external decoration etc. Obtaining quotes, booking our approved contractors to undertake works, liaising with tenants for access, monitoring works in accordance with agreed budgets and timescales. Ensuring all subsequent paperwork (where applicable) is received and that our property management schedules are updated. Responding to all maintenance requests from tenants. Where necessary, inspecting with the Estate Maintenance Person. Thereafter, arranging for this to be undertaken by in-house staff or arranging for a contractor to quote. Liaising with the Tenant for access. Monitoring works in accordance with agreed budget and timescale and ensuring quality. Co-ordinate our maintenance schedule for our in-house maintenance person. Prioritising works, arranging access and ensuring that works are carried out in a timely and efficient manner. Assisting in all planned refurbishment projects. Working towards the ability to plan and co-ordinate small refresh works in-between tenancies, within an agreed budget. Ensure that all rent reviews are carried out in accordance with procedure and in a timely and efficient way in January. For residential and commercial properties (where applicable) and grazing and allotment licenses. Carrying out of regular (annual) property inspections to ensure that tenants are aware of their obligations and comply with them. Referencing the inventory as a base for how the property should be kept. Where necessary, carrying out more frequent inspections. At the end of a tenancy, following our check-out procedures, issuing our check-out notes and meeting with tenants to ensure the property is returned in the condition documented in the inventory - save for fair wear and tear. Taking back the property on tenancy end, receiving keys and taking utility readings and processing the deposit. Maintaining all property records, both electronic and hard copies. Managing the property/estate filing systems, and archiving. Maintaining a register of keys for all the let properties, the Hall and surrounding buildings, in line with security procedures. Providing a professional and confidential service for the estate office including telephone calls, hospitality to visitors, opening post, arranging appointments and meetings, filing, photocopying, word processing of correspondence, reports, publications and other documents as required. Ad hoc assistance on small events/hospitality. The estate hosts lunch and coffee & tea for a few corporate shoot days - in the event space, next to the office. You may be needed to help with these or similar events on an ad hoc basis. Further Information The position is full-time and may require occasional out-of-hours work. Salary will be dependent on previous experience. Start date is negotiable. Elton Estates Office is situated in the stable block of Elton Hall in the village of Elton, 8 miles west of Peterborough on the A605 towards Oundle. TPBN1_UKTJ