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Estates Assistant

Employer
Maxwell Stephens Ltd
Location
London (City of), London (Greater)
Salary
£38,000 - £40,000 per annum + Package & Opportunities
Closing date
20 Mar 2019
Reference
PR/000586

Job Details

Our client, a prestigious financial services company, are now looking for an Estates Assistant to assist and deputise in the management of the London branch portfolio.

Key Responsibilities

  • Processing third party invoices for payment.
  • Raising and submitting Purchase Orders to third party vendors.
  • Maintaining payment and invoice records and the Fixed Asset Register.
  • Assist the Head of Corporate Real Estate in preparation, submission and management of departmental budgets and accruals together with department financial reporting and analysis
  • Tenant invoicing & account reconciliation.
  • Monitoring actual expenditure against budget on all account lines, providing monthly/quarterly expenditure reports, and escalating significant variances as necessary
  • Managing vendor contracts and due diligence forms, ensuring that all Business Partner and Associated Persons records are complete and up-to-date.
  • Adding new vendors to Central Client Database, ensuring that all necessary due diligence forms and application forms are completed.
  • Managing supplier contracts and Service Level Agreements.
  • Assisting third party vendors with queries regarding invoice payments and following up on orders placed.
  • Management of ‘day-to-day’ occupation issues and activities including rents, rates, service charges, alterations, licenses / consents.
  • Landlord & tenant relationship management.
  • Assist the Head of Corporate Real Estate in transaction management activity including property / lease acquisitions, renewals & disposal, sub-letting of surplus space, rent review and associated reporting.
  • Assist the Head of Corporate Real Estate & Head of Facilities in project procurement, compliance and management / delivery.
  • Provide transaction & project financial analysis support to Head of Corporate Real Estate and Head of Facilities.
  • Project administration, budget management and cost control.
  • Procurement of insurance together with insurance administration and claims management
  • Business rates management & cost mitigation.
  • Management of Facilities Operational Risk reports, ensuring that incident logs are kept up to date and that the Archer system is monitored and updated accordingly
  • Dedicated departmental Business Continuity Champion
  • Attendance at Department and Project meetings
  • Responsible for the drafting and circulation of associated minutes
  • Maintenance of departmental records 

Person Specification

  • Recent budget management / financial control experience
  • Demonstrable understanding of purchasing, invoicing & procurement processes / systems, P&L v CapEx approaches, asset / lifecycle depreciation & budget reconciliation
  • Understanding of commercial property management and lease activities and processes
  • GCSE, A Levels or similar
  • Degree not essential if suitable property &/or budget management experience demonstrated.

If you think this role would be a good fit for you, email your CV to cv@maxwellstephens.com to be considered for this exciting role.

Company

Maxwell Stephens is here to help with the full range of recruitment services in the facilities management industry. We are a specialist service supplier, achieving world-class results through our unique combination of focus, knowledge and industry experience. Our in-depth understanding, backed by state-of-the-art technology, means you can count on us for recruitment services that are second to none - whether you're a client or a candidate. Our experience and expertise means we can deliver solutions for facilities and property professionals at all levels, from graduate trainee through to board director. We work across the whole sector. www.maxwellstephens.com

Company info
Website
Telephone
0207 118 4848
Location
Golden Cross House
8 Duncannon Street
London
Greater London
WC2N 4JF
GB

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