Job Vacancy: Property Administrator

Job Title: Part-time Property Administrator (Commercial Lettings) 

Location: 7-15 Pink Lane, Newcastle upon Tyne 

Salary: £20,475 p.a. (pro-rata 20 hours per week) 

Responsible to: Operations Manager

With buildings in the heart of Newcastle City Centre and the Ouseburn area, North East Workspace is passionate about providing office space that is not just good value for money, but which offers a supportive environment for businesses to thrive. As Property Administrator, you would be responsible for the day-to-day running of our workspace, from dealing with tenant enquiries to maintaining health and safety standards and managing suppliers. If you’re admin-savvy and want to work for an organisation that puts people first, we want to hear from you!

About PNE 

North East Workspace is a subsidiary company of social enterprise PNE. Our goal is to enable positive social and economic change by supporting businesses to start, grow and thrive in an ethical and sustainable way. We do this by helping people access the skills, resources and funding to start their own business and by empowering businesses to grow sustainably.

Currently North East Workspace houses 40 tenant businesses, across five buildings. Our strategy is to become carbon-neutral by 2025.  We intend to do this by building on the strong foundations of our existing low carbon framework, and will be implementing a number of exciting green projects over the next few years including solar panels, heating and lighting controls, a ‘living wall’ at our Westgate Road site and installation of electric car charging points in our car parks.

Purpose

The purpose of the Lettings / Property Administrator is to ensure the effective running of North East Workspace including all aspects of enquiry handling, unit letting, property maintenance and development, health and safety, office security and tenant communications and support. The requirements of the role are to be met over 20 hours per week working from 8:00 am until 12 noon Monday to Friday.  There will be a small element of travel attached to this role; in addition to some occasional working outside of usual office hours to provide office cover and/or support with building security.

Responsibilities

Main duties and responsibilities include:

• Ensuring effective administration systems to manage work tasks and support clear communication across the workspace team; including organising and building good relationships with our team of sub-contractors, liaising with tenants and dealing with any queries in a professional and timely manner.
• Overseeing maintenance and management of the portfolio of properties, land and car parks within NEWS, including undertaking visits to properties across the portfolio and carrying out visual inspections to ensure the buildings are in good repair.
• Ensuring all mandatory checks and servicing ie lifts, gas, electrical; are undertaken in a timely and compliant manner, along with any remedial works if required.
• Coordinating maintenance works, ensuring efficient and cost-effective services are in place.
• Ensuring effective building security and access and overall responsibility for organising the opening/locking up of buildings in the portfolio.
• Maximising building occupancy, through positive enquiry handling, good customer service and effective promotion of empty offices.
• Progressing lettings from enquiry stage through to completion ensuring all appropriate paperwork is in place.
• Reviewing and processing end of tenancy claims.
• Timely negotiation and successful completion of all stages of tenancy renewals.
• Updating NEWS social media pages and website content.
• To support PNE in achievement of the group strategy and demonstrate commitment to sustainable, responsible and ethical practice across all areas of the role.
• Liaising with other service areas within PNE for eg: accounts including working within a budget and authorising invoices for payment.
• Assisting in setting targets and objectives for NEWS and to support and monitor achievement against these, including contributing to an effective buildings and maintenance strategy.
• Ability to meet the travel requirements of this post to properties across the NEWS portfolio, within the city centre and Ouseburn areas of Newcastle.
• Liaising with the Operations Manager to ensure there is appropriate cover in place for periods of annual leave, sickness absence and CPD, including providing support to other teams within PNE.

Required Characteristics (essential to the role)

The successful candidate will be able to demonstrate:

Qualifications

• Recognised qualification in commercial lettings, facilities management or significant relevant experience.

Experience

• Two or more years experience in an administration role within a commercial property, lettings/tenancy management setting.
• Experience of developing, improving, implementing and monitoring effective administration systems and processes.

Skills/Knowledge

• Proficiency in Microsoft Office
• Knowledge of facilities and property management.
• Sound knowledge of H&S in the workplace.
• Able to meet the travel requirements of the role.
• Good problem solving skills.
• Excellent conflict resolution / management skills

Personal Qualities

• Strong commitment to customer care and service delivery.
• Professional conduct and attitude to enhance the company’s reputation.
• Well organised and self-motivated.
• Resilient with the ability to work under pressure.
• Use of initiative to proactively respond to changing priorities and conditions.
• Have a flexible approach to working in a small organisation.
• Understand and apply PNE Group ethos and the values which underpin it.

Advantageous Characteristics (desirable)

• Evidence of continual professional development.
• Health and Safety Qualification L3 or above.
• Experience of SharePoint software
• Quality Management Systems i.e. ISO9001
• First Aid qualification
• Fire Marshal training/experience

Our Values

We conduct both ourselves and our business in accordance with our values, which form the foundation upon which we develop our services, interact with staff and select our partners and business associates. We believe in the importance of: Respect for the diverse contexts we work in; Innovation and creativity; Sustainable development; Ethical, responsible and transparent conduct; Supporting communities.

Equal Opportunities 

We are an equal opportunities employer and welcome applications from all suitably qualified persons regardless of race, sex, gender reassignment, pregnancy and maternity, marital status, disability, religion/belief, sexual orientation or age.

Employee Benefits

PNE Group is a social enterprise which exists to enable positive social and economic change, which means you’ll work for an organisation making a difference to communities across the North East, as well as within the UK. Employees benefits include:

• 5 annual professional development days
• £420 professional development budget
• Newcastle City Centre office location
• Cycle storage and showers

To Apply

To apply, please send a copy of your CV accompanied by a covering letter outlining your suitability for the role to recruit@pne.org

Please note that the closing date for applications is 19^th February 2021.

If you would like further information about this role, or for an informal discussion please contact Lisa Murphy on 0191 230 6413 or via email at lisa.murphy@pne.org

Shortlisted candidates will be invited to attend an interview on either 24^th or 25^th February 2021. If you do not hear from us within 5 working days of the closing date, please assume you have been unsuccessful on this occasion.