Facilities Property Administrator

About The Company

OCS UK & Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award-winning services within facilities management, hard services, cleaning, security and catering. Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our commitment to doing business the right way is rooted in our TRUE values - Trust, Respect, Unity, and Empowerment.

About The Role

We offer a wide range of support and benefits to our employees including:

• Free Online Doctor Consultations via Web-doctor
• Competitive Salary
• Contributory Pension after qualifying period
• 21 Days Annual Leave increasing with service to 26 Days
• 22 days to include day for your birthday after 1 year service
• Staff Benefits/Discount Programme
• Employee Assistance Programme
• Training and Development Opportunities

Key Responsibilities

The Property Administrator is responsible for the provision of support and administrative duties to the Property Manager. This job description is intended to give the post holder an appreciation of the role envisaged for this position and the range of duties undertaken. It does not attempt to detail every activity, and should be utilised as a general guide, detailing the minimum requirements and responsibilities of the position.

• Administration of property portfolio (owned and leased properties) and rates portfolio (network and buildings).
• Act as the Customer interface in answering any property queries received.
• Contract administration including, routing contracts through the approval and signing processes, followed by effective record keeping (electronic and hard-copy where applicable).
• Payment administration (procure to pay process) involving the administration of supplier set up, purchase requisitions, purchase orders and payments (mainline and offline) in accordance with organisational processes.
• Revenue administration; (invoice to receipt process) involving the administration of tenant details, PO requisitions, invoice requisitions, reviewing invoices and arranging payments.
• Property Rates administration; involving liaison with Local Authorities, responding to and progressing administrative queries, administration of payments and compilation of payment tracking sheets to record status.
• Respond to all queries from suppliers, landlords and tenants, managing and tracking same and escalating as required.
• Information management, including the population and upkeep of the Property SharePoint site.
• Archive management, including the review, assessment (with support) and treatment of archived property files.
• General administration including typing of correspondence/reports, proof-reading, printing, filing.
• Analysis of data from various reports, including building maps and plans (with support).
• Ensure adherence to relevant Company Policies and Procedures from a compliance point of view.
• Collate weekly, monthly, quarterly and ad hoc reports as may be required.
• Preparation of presentations, spreadsheets, minutes of meetings and reports.
• Identification of process improvements, implementation of same and documentation as required.
• Assist in the preparation and administration of tender and contract documents, where required.
• Other duties as may be assigned from time to time.

Essential Hiring Criteria

• Relevant third level qualification.
• Proven experience in a similar role is desirable.
• Customer focused with a proactive approach to problem solving.
• Strong organisational and analytical capabilities with attention to detail.
• Striving for quality and ensuring consistent high standards of work.
• Excellent knowledge of the Microsoft Office products including MS Word, Excel, PowerPoint and Outlook.
• Familiarity with ERP systems, particularly Oracle would be advantageous.
• Excellent verbal and written communication skills with the ability to convey messages in a clear and sufficient manner.
• Proven effective time management skills with the ability to prioritise and remain focused.
• Capable of working on own initiative and ability to work with others to ensure success in the performance of a team.
• Proactively identifying new areas of learning and using newly gained knowledge and skill on the job.

How To Apply

If you are interested in joining a business that encourages professional development, career progression and the chance to work with inspirational people then please click apply and register your interest! You can also sign up to our job alerts when registering which will notify you when other suitable vacancies are available. We are an equal opportunities employer and rely on a diverse workforce with a broad range of knowledge, skills, and backgrounds to deliver our goals. We offer an inclusive and welcoming environment and actively encourage applications from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability, or age.