Estates Administrator

Reporting to the Estates Director (ED), this role has responsibility for the administration of the Estates Office, Bournemouth Airport, including the accurate and timely invoicing of rents, service charges and utilities. It also supports the ED, the Estates Surveyor (ES) and Estates Facilities Manager (EFM) in providing property services to meet and exceed customer needs across the mixed-use portfolio at Bournemouth Airport, and other assets within Regional & City Airports, such as Exeter Airport and Norwich Airport.

The ED, ES, EFM and the Estates Administrator form the Estates team (the Team).

• Estates Management System (currently Blue Box) – Upload property data onto the estate management system and other systems / records / spreadsheets. Ensure information is kept up to date and accurate at all times.
• Facilitate / process accurate and timely invoicing of rents, service charges and utilities.
• Procurement support – Support the EM/EFM and Finance team in setting up and deleting contractors from the procurement system and raising orders as required. Maintain a day journal of orders/expenditure so that the Team has an on-the-pulse budgetary understanding of the business.
• Utilities – Coordinate utilities supplies and meter readings to ensure that customers receive the services requested and are invoiced accurately and promptly. Make necessary adjustments to meter readings, e.g. sub-meters and factor meters. Respond to customer queries in a diligent and professional manner. Support with the completion of any services agreements required.
• Rates – Support the rates mitigation programme by ensuring that properties are internally occupied/vacated, as required, in order to maximise savings. Liaise with the rating authorities to ensure accurate rates bills for operational and tenanted property.
• Credit control – Provide on-site support to the Team and Finance team in following through credit control procedures.
• Insurance – manage the insurance charging and claims process, liaising with tenant and colleagues and (where necessary) facilitating repairs
• Customer service – Respond to customer queries and follow up actions promptly. Help provide a “one-stop property shop” service, ready to receive customers at all times during business hours. Ensure that moving in and moving out procedures are followed diligently with all internal and external parties notified. Assist the Team in building key customer relationships and holding regular customer forums.
• Marketing – Ensure that marketing material is available for all vacant units so that the Team can respond promptly to new enquiries. Arrange and when necessary, undertake viewings of vacant units. Maintain an enquiry log to track potential customers. With the support of the Team, the office is to be attended at all times during business hours in order to maximise letting/development opportunities, covering absence of Team members, whether due to annual leave or business commitments.
• Agreements – Assist the Team in documenting short term licences and issuing Heads of Terms to customers. Monitor estate transactional activity including new lettings, lease renewals and rent reviews, licences to alter, ensuring that new cases are diarised and progressed within defined timescales.
• Health, Safety and Environmental – Provide administrative support for H&S customer surveys, property inspections, and works. Respond to queries from all sources. Provide support in issuing and recording all necessary work permits. Assist with the delivery of travel planning policy.
• H&S Policy – It is fundamental to our success that health and safety policies are understood and acted upon by all employees. Whilst at work the postholder will comply with their…