Property Management Assistant

Savills plc; Belfast City District; On-site; GBP 23,000 - 29,000; Full time

Job summary

Savills Belfast is seeking a proactive candidate to join the Property Management team. You will assist in managing a portfolio of commercial properties, supporting Property Managers and Facilities Managers to deliver a complete service.

The role emphasizes client liaison, attention to detail, and efficient administration in a busy environment. A positive attitude and teamwork are essential for ongoing growth within the department.

Qualifications

• Experience in commercial or residential property management would be beneficial.
• Positive can-do attitude with a dedicated approach to continuous improvement.
• Good team player with a collaborative approach to tasks.
• Well organised and detail-oriented in handling multiple properties.
• Solutions oriented with problem-solving capabilities.
• Strong knowledge of Microsoft Office applications.

Responsibilities

• Data entry on property management systems and tenancy records.
• Coordinate with other departments on client projects.
• MaintainProperty Management databases and ensure protocol compliance.
• Keep property files updated and well organized.
• Attend meetings, prepare agendas, take minutes and follow up on actions.
• Prepare reports, templates and communications to streamline requests.
• Generate mail merges from databases and Excel sheets.
• Issue statements of account and monitor balances against leases.
• Support accounts in raising and tracking lease-based demands.
• Respond to tenant financial queries and update on accounts.

Skills

Data entry

Microsoft Office

Team player

Organised

Attention to detail

Problem solving

Tools

Excel

Job description

The successful candidate will be joining an established team within the property management department of Savills Belfast. This specific role is to assist a team in managing a portfolio of commercial properties while working closely with and assisting the Property Managers and Facilities Managers to deliver a complete property management service.

We are looking for a candidate with drive and growth potential whom the business can grow around, who will be supported by the more experienced members of the team. Ideally, they will have previous experience of working in a busy environment and be able to provide a high level of service to, and establish rapport with, clients, tenants, and colleagues.

Key Responsibilities

• Data entry on various property management programs – setting up new tenancy agreements etc.

• Work with other departments on collaborative projects for clients.

• Manage the Property Management databases to ensure department protocol is adhered to.

• Ensure property files are maintained and updated on a regular basis.

• Attend departmental & client meetings – setting agenda, taking minutes, follow up on action points.

• Organising reports, pitch documents, memos etc. preparing uniform communication templates to streamline requests.

• Running mail merges from our database and excel spreadsheets.

• Issue statements of account to tenants and provide updates versus previous balances.

• Assist our accounts team to ensure all demands are raised in line with the provisions of lease agreements and are tracked and closed out.

• Respond to tenant financial queries relating to invoices received and charges on account.

• Assist the team with any additional requirements.

Skills, Knowledge and Experience

Required Experience and Skills

• Experience in commercial or residential property management would be beneficial

• Positive Can-Do attitude with a dedicated approach to continuous improvement

• Good team player

• Well organised, focused with an attention to detail

• Solutions orientated with problem solving capabilities

• Strong knowledge of Microsoft Office

Desirable Experience and Skills

• Experience in commercial property management

• Understanding of Landlord and Tenant Legislation

• Full drivers’ licence.

Savills Ireland is an equal opportunity employer

Savills aims to attract, recruit and retain the best people from the widest possible pool of talent. As such, we are committed to creating an inclusive and diverse working environment for all employees by striving at all times, to be an organisation which does not discriminate, values everyone’s talents and abilities and where diversity is positively promoted.