Estate Office Coordinator

Job Summary

We are seeking a highly organized and detail-oriented professional to join our team as an Estate Office Coordinator. In this key role, you will be responsible for overseeing the daily administrative and operational functions of the estate office, ensuring efficient communication between residents, vendors, and management. The ideal candidate will possess strong organizational skills, the ability to manage multiple responsibilities, and a commitment to maintaining high standards of service. This position is part-time, requiring 30 hours per week, Monday through Friday. 

Responsibilities:

• Generate and send invoices via Therefore, track payments, upload receipts, and maintain finance due reports.
• Scan, upload, and organize agreements, financial records, and property documents on Therefore, JIRA, and the Estates/Development server. Ensure contract accuracy and coordinate with Legal for references and original documents.
• Monitor deposits, interim and final payments, maintenance fees, and other transactions with the Accounts department. Issue and follow up on Ground Rent requests for company properties.
• Process W&E bills, verify invoices, update records, and follow up on payments. Issue and track purchase orders (POs) for Estates Companies, ensuring approvals and processing.
  
• Create and manage access cards for company buildings and garage.
• Manage maintenance documentation.
• Maintain records of appliances, warranties, and guarantees to ensure timely maintenance and replacements.
• Handle insurance claims for property damages, gather documentation, and follow up on reimbursements.
• Explore EU funding opportunities for estate properties.

Requirements:

• Certification in Facilities Management, Property Management, or a related field is a plus.
• Proven experience in estate or property administration or similar roles.
• Proficiency in Microsoft Office.
• Strong multitasking skills, attention to detail, and the ability to work under pressure.
• Excellent verbal and written communication with the ability to liaise effectively with tenants, contractors, and internal teams.
• Ability to handle sensitive information with discretion and knowledge of local property laws and regulations is an advantage.