Property Coordinator

Ballymore; East London; On-site; ZAR 551 000 - 773 000; Full time

Job summary

An established property management company in East London seeks a Property Coordinator to oversee property management tasks such as correspondence, meeting coordination, and project management activities. The ideal candidate will possess exceptional communication skills, administrative abilities, and experience in property management environments. This permanent position offers a structured workweek, demanding strong organizational capabilities and attention to detail. The role includes liaising with stakeholders and providing oversight for various property-related projects, ensuring efficient operations.

Responsibilities

• Deal with written and email correspondence related to the property management function.
• Plan and organise diaries and book meetings.
• Inform attendees of forthcoming meetings and prepare agendas.
• Attend team meetings to take minutes and oversee filing systems.
• Assist with property management activities and reporting.
• Provide accurate reporting during Site Inspections.
• Quality control correspondence before issue to tenants.
• Track delivery and KPIs related to property management functions.
• Assist with managing landlord liabilities registers.
• Coordinate onsite projects and collate project information.

Skills

Exceptional written and oral communication skills

Excellent word processing and IT skills

Ability to work under pressure and to tight deadlines

Good organisational and time management skills

IRPM qualified

Excellent administration skills

Experience of working in a project/property environment

Ability to communicate with all levels and areas of the business

Excellent interpersonal skills

Flexibility and adaptability

Job description

Property Coordinator - Permanent, Blackwall (E14)

Hours : 40 per week, 08.30am - 17.30pm Monday to Friday

Duties & Responsibilities

• Deal with written and email correspondence related to the property management function.
• Plan and organise diaries and book meetings as required.
• Inform attendees of forthcoming meetings and prepare agendas as necessary.
• Upon request attend team meetings to take minutes.
• Attend grievance meetings and take minutes (across portfolio)
• Oversee the maintenance of filing systems both electronic & paper and to ensure that the Estate Office always runs efficiently.
• Liaising with internal and external stakeholders as required.
• Assist with property management activities and reporting including compliance data review, lease summaries, management framework agreements, infringement tracking etc.
• Assist with regular Site Inspections and provide accurate reporting.
• Assist in the production of reports and tracking documents relating to service charge budgeting.
• Assist in the compilation and maintenance of the landlord liabilities registers.
• Assist in compilation of the quarterly client reporting.
• To quality control correspondence and information before issue to tenants.
• Verbal and written communication and consultation with residents and leaseholders as and when required.
• To centrally track delivery and KPIs related to the property management function including lease statuses, service charge budgeting/demands/certified accounts, service charge credit control, landlord liabilities registers, operational issues, staffing/recruitment status etc.
• To pro-actively solve problems and recommend changes to make improvements.
• To ensure the resident database is up to date.
• Assist with Management packs preparation.
• Assist with providing guidance /training in admin tasks.
• Assist with S20 preparation and issuing.
• Be a key player with the co ordinating of onsite projects, including, but not limited too, collating project information, following up on deadlines and obtaining regular updates from the Projects team on the status of projects and liaising with the RSM to ensure these are issued to residents.
• Provide key oversight and coordination for various key Building Safety Act related programs of work/ tasks which may arise.

Skills & Experience

• Exceptional written and oral communication skills
• Excellent word processing and IT skills, including knowledge of a range of software packages
• The ability to work under pressure and to tight deadlines
• Good organisational and time management skills
• IRPM qualified
• Excellent administration skills
• Experience of working in a project/property environment
• Ability to communicate with all levels and areas of the business and with external parties
• Excellent interpersonal skills
• Flexibility and adaptability to manage a range of different tasks to meet deadlines
• Discretion and an understanding of confidentiality issues.