Property Administrator in Whitehall

When you join Hines, you will embark on a career journey fueled by vision and guided by leaders who set the standards of our industry. Our legacy is rooted in innovation and excellence, earning us a spot on Fast Company’s esteemed annual list of the World’s Most Innovative Companies, as well as recognition as one of U.S. News & World Report’s Best Companies to Work For in 2024. Discover endless opportunities to grow and make your mark at Hines.

Helix - A Hines Company

In February 2022, Helix was acquired by Hines marking an exciting new chapter to further propel our property management offering in the UK and customer centric approach. Helix has a long-standing relationship with Hines over the past ten years, with Helix providing property management services across the majority of properties in the Hines UK portfolio & alongside all of the Hines European Core Fund, Hines European Value Fund and Hines Global Income Trust assets. Helix continues to deliver a market leading service to its existing client base, managing all commercial asset types nationwide, but with a focus on prime central London offices, accounting for 70% of their portfolio.

Responsibilities

• To assist the team in all aspects of day-to-day management and delivery of all property management services, on an allocated portfolio of properties, to all stakeholders.
• To carry out various property management tasks as directed.
• To assist Helix in implementing Company policies and procedures to an agreed standard.
• Ensure that company policies and procedures are consistently applied to required standards.
• Work alongside Facilities Managers to oversee day-to-day maintenance matters within allocated portfolio including day to day, contracted and cyclical maintenance.
• Manage data and e-mails and ensure all client files are updated.
• Issue and assist with collection of rents and service charges.
• Assist in developing service charge budgets and reconciliations.
• Manage expenditure against budget throughout the financial year.
• Carry out regular site visits to ensure all buildings are in good order.
• Ensure insurance claims are being processed efficiently and correctly.
• Circulate information and communicate regularly with tenants concerning management issues.
• Have a basic understanding of Landlord and Tenant Act and related lease restrictions.
• Ensure that fees are issued as and when appropriate for works excluded from the management contract.
• Prepare ad hoc reports as required for issue to internal and external parties.
• Liaise with the Facilities Manager on the condition of Health and Safety compliance within the portfolio.

Other

• Act within the authority delegated by Helix.
• As requested, any other duties necessary in the interest of the smooth and efficient running of the portfolio.
• Ensure all duties and responsibilities are executed to the industry’s ‘Best Practice Standards’ and best practice at all times.
• To be available out of ‘normal’ working hours and at short notice if the needs of the company or the portfolio so require.

Qualifications

• Essential experience and involvement in advanced administration within the context of an office.
• Experience of liaising with multilevel stakeholders.
• Desirable similar experience of commercial property management.
• Basic understanding of current Health & Safety legislation.
• Basic knowledge of, or an interest in understanding commercial leases / service charges / maintenance / the way of property.
• Experience in liaising with clients, tenants, consultants and local authorities.
• An interest in understanding current Health & Safety legislation.
• Full clean driving licence.

Key Skills

• Strong communication skills, both verbal and written.
• Strong numerical skills including computer literacy (Excel, Word, MS Outlook).
• Ability to work alone or as part of a team.
• High level of organisational and administrative skills.
• Able to use initiative and take responsibility.
• Ability to work under pressure.
• Able to fit in with a diverse work team.

At Hines, we believe the built world is ultimately about people. As one of the world’s largest privately held real assets firms, we bring nearly seven decades of investment, development, and management experience to work that shapes cities and communities around the world. Our people make that possible. Across 29 countries, more than 4,600 colleagues bring different perspectives and expertise to Hines, with opportunities to take on meaningful responsibility, learn from leaders across the business, and build a career with room to evolve. We support that journey through professional development, competitive rewards, comprehensive benefits, and a culture grounded in trust and high standards.

Hines is proud to be named to Fast Company’s annual list of the World’s Most Innovative Companies for 2024. We are an equal opportunity employer and support workforce diversity.