Property Records Administrator

Join Our Property Team

We're proud to be part of STARK Building Materials UK and dedicated to providing top-quality products and exceptional service to our customers. We're a friendly and collaborative team, passionate about what we do and committed to doing it well.

We are seeking a highly organised and proactive

Property Records Administrator (currently known internally as Property Management Systems Coordinator) to join our busy Property Asset Team on a 12 month Fixed Term Contract and play a key role in supporting the management of a diverse portfolio of approximately 700 properties. This is an excellent opportunity for someone who is organized, numerate and able to manage multiple priorities while maintaining excellent attention to detail.

The Role

As P roperty Records Administrator , you will be responsible for managing the day-to-day administration of property-related data, ensuring that accurate and up-to-date information is maintained. You will support the Property Asset Team in delivering a high-quality service while critically reviewing current processes and implementing new procedures to improve efficiency and ensure compliance with business controls. You will have a particular focus on financial operations, working closely with internal Finance teams to maintain accurate financial records, effective controls, and timely reporting.

Key Responsibilities

• Database and record management: Maintain and update property database (MRI Qube), including the uploading of large data sets and creation of new records. Cross-check data against multiple sources, generate reports and ensure data accuracy.
• Liaise closely with the I.T. projects team on database upgrades and updates.
• Onboard and provide ongoing support other system users.
• Prepare reports and documentation for Property Managers and other stakeholders.
• Manage paper archives and property deeds.
• Maintain floor area records.
• Record information from internal and external sources.
• Continual review of business processes to ensure efficiency and compliance.
• Assist in the invoicing of tenants.
• Set up suppliers and raise purchase orders.
• Investigate and resolve payment queries.
• Assist in the monitoring and reconciling of service budgets and the management of insurance renewals, utility charges and business rates.
• Audit financial transactions and identify anomalies.
• Property enquiries: Investigate/research property queries and support on a range of landlord and tenant matters.
• Assist with the co-ordination of property security arrangements.
• Arrange meetings, site visits, inspections and appointments.
• Support in the coordination of EPC requirements.
• Cross team support: Assist the Property Asset team, legal and finance teams and other central and operational functions with property data and lease information.
• Managing incoming and outgoing correspondence efficiently.
• Support the day-to-day operation of the Property Asset team.

Essential Skills And Experience

• GCSEs (or equivalent) in English and Maths.
• Experience working in a professional office environment.
• A proactive approach and willingness to suggest improvements.
• Strong attention to detail and accuracy
• Excellent organisational and administrative skills.
• Ability to manage a varied workload and meet deadlines.
• Strong written and verbal communication skills.
• Good Microsoft Office skills, particularly Excel.
• Experience maintaining accurate records and producing reports.
• Experience monitoring and reconciling budgets and financial information.
• Ability to work independently and as part of a team.

Desirable Skills And Experience

• Experience within commercial property or asset management.
• Knowledge of property management systems and databases
• Understanding of property-related costs (rent, service charges, business rates, utilities, insurance, etc.).
• Understanding of Landlord and Tenant legislation.

What’s in it for you?

• Competitive Base salary
• Hybrid Working – 4 days at our Brighouse, Huddersfield office and 1 day WFH.
• Discretionary bonus
• Retirement savings plan
• Life assurance
• Enhanced maternity/paternity/adoption leave for anyone expecting or adopting a child
• A wide range of voluntary benefits including holiday buying, discounted gym membership, car salary sacrifice scheme, Cycle2Work, Benenden Healthcare and more.
• Access to a wealth of health and wellbeing services including access to online GP appointments and mental health support.
• WorkPerks – A platform home to hundreds of all your favourite high street and online discounts via the provider Reward Gateway.

Why Choose Us?

Quality - We’re unwavering in our commitment to providing outstanding products and service that exceed our customers’ expectations.

Supportive Environment - Join a culture that prioritises your growth, with the resources and support you need to excel. We listen and learn – we know we haven’t always got all the answers – listening and learning with you is what helps provide the best service to our customers.

Professional Development - We are invested in your success! Can we add this instead? You have a real chance to progress- the only limits are your own Explore our apprenticeships, training, and mentoring programs designed to elevate your career.

Great Benefits - Enjoy a compelling package that includes a competitive salary, bonuses, pension schemes, and life assurance, among many other perks!

Work-Life Balance - We value your well-being and offer flexible working hours and a hybrid working model to help you find your ideal rhythm

What's Next

If your application is successful, our Talent team will reach out to arrange an interview and answer any questions you may have. We are committed to providing reasonable adjustments to ensure you can perform at your best throughout the application and interview process.

If you are an experienced administrator looking for your next challenge and are interested in developing your career within property and asset management, we would love to hear from you.

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