Job Description

Purpose of the Role

The main purpose of the role is supervising all aspects of the Day to day running and maintenance of the property under your control and ensuring the immediate supervision of contractors and ensuring the required standards are achieved and maintained at all times. There is required to be a present on the front reception desk offering assistance to all personnel visiting and utilising the building from daily visitors to permanent tenants. This is a hybrid role for a reception based Assistant Property Manager.

Key Responsibilities

Operational & Administrative Management

· Maintain Compass, ensuring all weekly, monthly, and quarterly checklists are completed and uploaded.

· Keep reception and property presentation to consistently high, five-star standards.

· Ensure best value is being achieved by analysing, auditing, and proposing improvements to the existing property management systems in operation.

· Evaluate existing contractual relationships and ensure that tenants are receiving best value.

· Create and maintain an effective working relationship with existing suppliers.

· Ensure and implement best practice whilst ensuring safe working practices are complied with at all times.

· Raise helpdesk jobs and instruct works as required.

· Actively participate in the training of cover staff.

· Take ownership of communication with tenants, reporting all relevant information promptly to the RFM to exceed occupier expectations.

· Take control of all contractors on site, such as the cleaning team, ensuring they complete their tasks to standard and reporting to the RFM if they do not.

· Carry out any other reasonable requests of the Property Surveyor.

· Ensure that any issues or concerns are communicated promptly and escalated to the RFM for immediate attention.

Customer Service & Front of House

· To take ownership of the of the current visitor management system, providing content to support the buildings occupier platform, including administering new users

· Ensure appropriate clear communication lines are established and maintained.

· Meet and greet all visitors reporting to the reception desk and maintain an accurate log of all visitors’ records.

· To answer the telephone and respond to emails in a professional manner.

· To maintain and keep up to date an accurate reception operations manual of reception processes and procedures, both site/tenant specific and department.

· To maintain a physical presence at the reception desk for the majority of the day unless attending to tenants or contractors.

· Manage on‑site queries efficiently, escalating to third parties when appropriate and updating the enquirer.

· Sign in and record deliveries, ensuring correct documentation and collection procedures.

Safety & Security

· Ensure compliance with all client and Savills procedures and policies, including health and safety and environmental matters.

· Ensure compliance with all statutory requirements and codes of practice, health and safety requirements.

· To assist other employed staff, building occupiers and visitors in the event of an emergency.

Promotions/Public Relations

· Ensure that all promotional activities are carried out with due care and attention to the health and safety and welfare of staff and customers.

· Establish and develop close working relationships with tenant representatives and manage tenant satisfaction and confidence in Savills service delivery.

Quality Assurance

· Adhere to all quality assurance requirements.

· To carefully complete all log reports that may be required by the employer or the building management team.

· Ensure compliance at all times with operational standards.

Skills, Knowledge and Experience

It is the nature of work of SMR that tasks and responsibilities are, in many circumstances, unpredictable and varied. All staff are, therefore, expected to work in a flexible way when the occasion arises where tasks are not specifically covered in the Job Description and have to be undertaken.

Essential

1. Excellent verbal and written communication.

2. General Education to GCSE standard or equivalent standard.

3. Reliable, helpful and well presented.

4. Team player with strong customer service skills, able to provide a helpful and polite service.

5. Pleasant telephone manner and efficiency in relaying messages and taking instructions.

6. Excellent communication skills.

7. Ability to deal with confidential information.

8. Good organisational and time management skills.

Careful and conscientious with an aptitude for attention to detail.

9. Willingness and ability to learn on the job, keen to undertake training and career development.

10. Solid Corporate Customer Service Experience.

11. A bubbly, positive attitude, and a visible passion for customer services.

Desirable

Proficient in full range of Microsoft applications inc. Word, Excel, PowerPoint, Access Outlook. SIA/CCTV Licence

Working Hours - FTC maternity cover, 8 AM – 5 PM

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Please see our Benefits Booklet for more information.