The bank for a changing world

Senior Estates Assistant - Occupier Management - Birmingham

Contract

Standard / Permanent

Location

GB-ENG-Birmingham

Job function

FINANCIAL AND TECHNICAL EXPERTISE

Reference

BHM280

The company

BNP Paribas Real Estate, a specialised division of the financial services group BNP Paribas, offers its clients a comprehensive range of commercial and residential real estate services, thanks to its six lines of business: Property Development, Transaction, Consulting, Valuation, Property Management and Investment Management.

With a ranking amongst the leaders on the market, BNP Paribas Real Estate is present in 34 countries, has 3,400 employees and makes a turnover of €658 million.

The role

  • As a Senior Estates Administrator within our Corporate Occupier Management team you will advise existing corporate clients on occupier management. This role will specifically work with two clients.
  • Responsible for providing Occupier Management services on commercial/retail properties in the assigned region(s) for the assigned corporate client.

Key deliverables

  • A point of contact in respect of property issues and projects for the Client(s).
  • Reporting to Client on a regular basis in accordance with Client requirements
  • Reporting to the Account Manager on a regular basis
  • Ensure delivery of service through effective working relationships across the client delivery team(s)
Responsibilities
  • Act as the key administrative point of contact for all property specific queries from a range of sources, both internal and external, in respect of the Client’s property portfolio
  • Liaising with landlords, landlords’ agents and tenants to resolve property issues
  • Undertake periodic inspections of properties in line with contract requirements if required to identify any property issues and any opportunities to enhance use of the property
  • Assist in management of vacant space and subtenants
  • Dealing with lease queries, neighbour disputes and assisting with CPSEs
  • Preparing repairing liability summaries from legal documentation
  • Responsible for collating and submitting monthly fees
  • Drafting/processing change notes
  • Verifying and approving invoices
  • Assisting with funding requests and producing payment plans if required
  • Liaising with Client’s legal team for advice where appropriate
  • Advising Client on licence applications and insurance claims
  • Analysing and manipulating data from client database.
  • Dealing with applications for landlords consents, with reference to lease conditions, liaison with external consultants and solicitors where necessary.
  • Assisting with service charge invoices, recharges, annual budgets and variance reporting
  • Providing additional technical and administration support as required to the Occupier Management team
  • Be responsible for the Client’s helpdesk if applicable
  • Undertake other administrative tasks for the Client team as necessary
  • Assist with the development of processes for the department
 
Financials
  • May have cost control responsibilities
  • Has an awareness of wider team or department budget
 
Clients and Business Development
  • Is courteous and responsive to clients (internal and external)
  • Works within clearly defined, well established processes under regular supervision
  • Consults more experienced colleagues or more difficult or novel situations 

People

  • Active team player
  • Shares information with colleagues and others through team meetings, databases, filing systems
  • Shares expertise with colleagues
  • Proactively communicates to colleagues and others

Systems and Process

  • Solves problems by following well defined processes and precedents
  • Authority limited to prioritisation of daily tasks and decisions made according to clear process
  • Is conscious of and takes steps to protect the interest of BNP Paribas Real Estate, employees and reputation
  • May contribute to BNP Paribas Real Estate projects

Person specification

 
Essential qualifications
  • Educated to A level or equivalent
  • Full Clean Drivers Licence

Preferred qualifications

  • Educated to University Degree level

Essential Experience

  • Demonstrable record of working with corporate clients in delivery of occupier management or property management services.
  • Awareness of basic property law and ability to read legal documents (such a leases). 
  • Provision of financial budgeting/variance reporting and understanding of service charges and insurance.
  • Good IT skills and knowledge of systems, in particular experience of TRAMPS and Excel and ideally use of Horizon.
  • Understanding of property databases and the maintaining accurate data.
 
Preferred Experience
  • Undertaking property inspections
Essential Competencies
  • Ability to prioritise
  • Ability to deal with issues proactively
  • Client facing experience and skills
  • Organised
  • Self-sufficient to work autonomously
  • Commercially astute
  • Delivers innovative solutions
  • Sound decision maker
  • Creative thinker
  • Pursues excellence
  • Motivated and driven
  • Future orientated
  • Responsive to colleagues
  • Responsive to clients
  • Responsiveness to markets and opportunities