FTC Assistant Property Manager

Student Castle Property Management Services Limited; Southampton; On-site; GBP 24,000 - 32,000; Full time

Job summary

Student Castle Property Management Services Limited seeks an organized office administrator to support the Property Manager across office tasks. Responsibilities include answering emails and calls, producing staff rotas, and maintaining financial records and reconciliations.

You will also provide front desk support, counselling and advisory services to students, organise social events and help promote the brand via social media and university events.

Qualifications

• HND or above in a relevant management field.
• Effective communicator with strong customer service skills.
• Proficient in Microsoft Office and purchasing systems; knowledge of accommodation booking systems.

Responsibilities

• Assist the Property Manager in office administration, handling emails, calls and in-person inquiries.
• Produce rotas for security and housekeeping teams and maintain office documents.
• Support customer care with counselling/advice and organise student events; monitor social media.

Skills

Effective communicator

Microsoft Office

Customer service

Team management

Financial reconciliation

Problem solving

Autonomous working

Sales experience

Understanding of mental health

Organisation and planning

Handling complaints

Education

HND or above in a relevant management field

Tools

CRM

Accommodation booking systems

Social media management tools

CCTV

Job description

Main Duties:

Office administration

• Assist the Property Manager in all aspects of office administration including responding to email, telephone, and face to face enquiries.
• Producing rotas for the various other teams including security and housekeeping
• Develop and update office documents as necessary
• Manage staff holidays and sickness logs
• Update and complete financial records such as petty cash, expenses, and bank reconciliations
• Follow the credit control procedure for students in rent arrears

Customer Care and Pastoral Support

• Provide front desk, telephone and written support to customers and stakeholders in line with Student Castle company policy
• Provide support, counselling and advice to customers to assist them in dealing with student life e.g. financial advice, learning support, university life
• Organising social events with student input
• Monitor and update all social media streams regularly
• Holding regular meetings with a target group of students to gain feedback and highlight possible areas of improvement or change

Business Development

• Arranging and performing sales viewings for prospective customers
• Promoting the business at university open days
• Utilising online materials and social media to promote the Student Castle brand
• Developing and implementing new marketing strategies

Facilities Management Support

• Log and inform facilities team of maintenance issues
• Liaise with contractors for maintenance issues unable to be dealt with in house
• Advising students or works to be carried out and access to rooms being required
• Ensuring servicing and maintenance records are kept up to date

Other Duties

• Assist with ad hoc requests as necessary for business needs especially at peak times such as student move in and move out weekends
• Perform and document regular inspections of student flats
• Assist with summer deep clean and maintenance works programme of works

Person Specification

Essential

• HND or above in a relevant management field
• Effective communicator
• Competent user of Microsoft Office, purchasing systems and knowledge of Accommodation Sector booking systems
• Ability to confidently deal with customer complaints in a professional manner
• Accurate when completing financial tasks and reconciliations
• PBSA and / or University Accommodation Sector Experience
• Understanding of (HMO), Housing of Multiple Occupancy legislation
• Contributing to successful sales cycles
• Competent user of CCTV
• Knowledge of PPM schedule and building fabric
• PBSA and / or University Accommodation Management experience
• Experience/Knowledge of: staff appraisal, staff supervision & team management
• Sales and Allocations experience
• Understanding of mental health within the sector
• Ability to work autonomously and as part of a large team
• Ability to plan effectively and problem solve
• Reliable, confident, assertive and diplomatic.

Desired

• Mental Health First Aid qualification
• Experience with CRM
• Experience managing social media accounts