Business Support Coordinator - Property Asset Management

This is a role for a highly motivated Business Support Coordinator. Responsible for providing an effective and efficient administrative support service to the Property Asset Management team, ensuring the smooth running of a busy department.

Responsibilities:

Stakeholder Support

Administration support to Portfolio/South East (within PAM) organisation of internal / external meetings and conference calls

Business Support

• Acting as an Ambassador for the team
• Maintain collaborative relationships with clients, managers, and colleagues
• Team Financial Support; where appropriate:
  • Service charge packs
  • WIP sheet reconciliation / billed and unbilled debtor support
  • Concise and regular coordination of client invoices, ensuring quarterly deadlines are met.
  • Expense claim support for the Partners.
  • Referral support
  
  

Team Support

• Team meetings; attend team WIP meetings, minute taking and ensuring actions are followed up
• Training; helping to ensure all their team(s) mandatory training is up to date.
• Compose and/or prepare correspondence; occupier packs, audio/copy typing, letters, memos, design documents, newsletters
• Answer organisational mail, email, correspondence and requests for information
• Maintain teams schedule through diary support, organisation of internal / external meetings booking meeting rooms and conference calls
• Corporate travel arrangements; organising team meetings and conferences, strategy away days, etc. Producing relevant ‘packs’ for all attendees
• IT liaison to help troubleshoot system errors for team
• Work collaboratively providing assistance to other business support members, as and when required, adding value to the overall efficiency of the Property Asset Management department
• Working with the Commercial Division business support network to ensure best practices are shared, communication is continued and helping other teams when there are pressure points
• New Starter Induction; working with the PAM Operations Executive to help support the process of new starters (induction) / leavers for your team
• Onboarding; working with the PAM Operations Executive to support onboarding of all new starters in your team
• Appraisals, where appropriate; support for their team and six monthly 1:1’s.
• CPD records; recording the teams RICS CPD hours.

Processes & Efficiency Support

• Best Practice/Risk; Audit and Compliance support and regular liaison with the Best Practice team.
• Information Security Champion; to be an expert on the information security policy and procedures and a main point of contact for your team in terms of reporting and escalating issues and/or incidents therefore monitoring best practice.
• hub support; adding inspections on HUB, plus adding new instructions when needed.
• Update and maintain correct contact information on KF platforms for the team
• Maintain team’s storage/retrieval systems
• G:Drive; To be font of all knowledge, adhere to guidelines / Job set up and/or update and closure of electronic filing systems, records and reports for team to ensure all property files are complete to pass audits.
• Management agreements/Duty of Care

Programme & Project Support

• MCC (Marketing Communications Coordinator) programme. Marketing Coordinator for team. Ensuring you are up to date on all tools / brand guidelines / and liaising with marketing regarding all collateral needs for the team, i.e. producing event invites, capability statements, CVs, track records, research documents and all other relevant marketing materials.
• Social Media management i.e. LinkedIn, Yammer etc.
• Corporate CRM Programme / Business Development support; for the team. Creation of pitches with in- house creative and business development teams, liaison with internal or external printers to ensure a smooth process. Working closely with BD to support team pitches.
• Event Support; event organisation and attendance for specific team / department events
• KFX; contribution/idea generation

Experience required:

• 2+ year experience in a similar operations or administrative role
• Proficient using Microsoft Office