Property Administrator / Receptionist

Colliers International Deutschland Holding GmbH; City of Edinburgh; On-site; GBP 24,000 - 30,000; Full time

Job summary

A leading commercial real estate services company seeks a front-of-house professional to manage tenant interactions and administrative requests at their Edinburgh location. This role offers a dynamic work environment with opportunities for professional development and skill enhancement. You will be at the forefront of creating a welcoming environment for tenants while ensuring smooth operations across various functions.

Qualifications

• Experience in facilities management or reception.
• Flexibility to adapt to changing roles.
• Strong interpersonal communication skills.

Responsibilities

• Perform reception duties and manage visitors.
• Address tenant complaints and queries.
• Support the Facilities Manager during absences.

Skills

Interpersonal communication

Time management

Organizational skills

Problem-solving

Tools

MS Outlook

MS Word

MS Excel

MS PowerPoint

Job description

Company Description

Colliers is a leading commercial real estate services company, providing services such as brokerage sales and leasing, real estate management, valuation, consulting, project management, marketing, and research. We operate across core sectors including office, industrial, retail, and hotel, with a presence in the UK and Ireland. Our UK headquarters is in London, with over 900 specialists across 16 offices.

Our mission is to provide a happy, efficient, and safe environment.

At The Edinburgh BioQuarter, we offer mixed-use, multi-tenant spaces with office and laboratory units. Our client, Scottish Enterprise, promotes life sciences in Scotland.

Your main role is to facilitate tenant requirements, create a welcoming environment, and assist the onsite Facilities Manager. You will primarily work at the front of house in Building Nine, managing tenant and administration requests professionally and promptly. This role will help you develop vital skills to enhance your abilities.

Job Description

1. Perform reception duties, manage visitors, deliveries, and incoming calls.
2. Manage meeting rooms and prepare them for use.
3. Liaise with tenants, coordinate inquiries, and issue communications.
4. Address tenant complaints and queries, escalate as needed.
5. Ensure front of house and common areas are well-presented, conduct inspections.
6. Log faults with the helpdesk and inform the Facilities Manager.
7. Coordinate contractors visiting the site, supporting planning with tenants.
8. Assist in showing potential tenants vacant spaces and units for handover.
9. Support planning and execution of occupier and social engagement initiatives.
10. Administer ad-hoc billing for meeting rooms, broadband, telephony, etc.
11. Update operational documents and databases, such as Tenants Handbooks and Key Logs.
12. Assist in fire and safety drills according to health and safety standards.
13. Support quarterly tenant meetings, including minute-taking.
14. Manage access cards and control systems for tenants and contractors.
15. Cover for the Facilities Manager during absences.
16. Support the touchdown office area, including booking, readiness, and supplies.

Expertise & Professional Development

• Be the go-to person for your area of expertise, providing support to colleagues and clients.
• Exhibit excellent interpersonal communication skills.
• Focus on solutions, advising stakeholders effectively.
• Maintain knowledge of IT systems like MS Outlook, Word, Excel, PowerPoint.
• Support elogbooks and permit-to-work systems; H&S training is preferred.

Communication & Managing Expectations

• Listen actively and interpret key information accurately.
• Prioritize tasks to manage and exceed expectations.
• Tailor communication to different stakeholders.
• Anticipate needs and strive to exceed expectations.
• Provide clear information and prompt resolutions.

Qualifications

• Demonstrate and model service excellence.
• Meet reporting requirements and deliver high-quality work.
• Be flexible and adaptable to role changes.

High Quality Work

• Continuously seek to improve quality and control.
• Exhibit excellent organizational and time management skills.

Productivity & Efficiency

• Identify inefficiencies and focus on controllable tasks.
• Possess strong communication skills.

Additional Information

• Build trusting relationships and promote information sharing.
• Create a positive, collaborative environment.
• Work effectively within the wider team.
• Be results-oriented, resilient under pressure, and open to change.
• Seek feedback and professional development opportunities.
• Uphold professional conduct and integrity, embodying Colliers' values.
• Participate in community initiatives and promote inclusivity.