Maxwell Stephens Ltd

Estates Assistant

London (City of), London (Greater)
£38,000 - £40,000 per annum + Package & Opportunities
05 Mar 2019
05 Apr 2019
Contract Type
Full Time

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 to be considered for this exciting role.

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