Asset Investigation Analyst

Estates and Management Ltd is a privately owned property services company providing expertise in all aspects of freehold management, from collecting ground rents, extending leases, selling freeholds and arranging property insurance and maintenance. Working closely with clients and tenants we provide a strong customer focus with a commitment to professionalism.

With c160 employees based at our offices in Finchley Central, we are looking for a high calibre committed individual who enjoys working in a challenging as well as rewarding environment.

Working hours: Monday to Friday, flexible working hours starting from 8am to 10am and finish accordingly, with one hour for lunch

Location: Finchley Central (N3), One day working from home subject to Company's agile working policy

Job purpose: To work in one of our teams of 2 -15 agents providing administrative and telephone support. The post holder will be required to work flexibly and conscientiously, in a rapidly developing office environment.

Key accountabilities:

1. Maintaining and updating the in-house database in accordance with correspondence and other communications exchanged with tenants or their solicitors.
2. Providing high-standard customer service to leaseholder and their representatives on the phone or in writing.
3. Reading leases, deeds and other property title documents and miscellaneous documents, identifying key provisions and analysing title structures. Updating the in-house database following a comprehensive review in line with our internal Building Safety process, identifying blocks by structure in accordance with title documents.
4. Interpret aspects of lease information and input accurately onto the database, working to tight timescales.
5. Recommend action following review of legal documentation including leases and titles.
6. To be able to reconcile and identify any data discrepancies.
7. Making recommendations for improvements in order to streamline department processes.
8. Reviewing and extracting information from various sources including leases and HM Land Registry.
9. Assisting the department manager and colleagues to ensure key projects including Building Safety are delivered within a planned timeframe, working to tight deadlines. This includes assisting with the landlord’s certificate process.

Person specification:

Attention to Detail: able to demonstrate accuracy in all aspects of your role and possess a keen eye for detail. Able to pick up on small details to provide accurate responses to callers.

Organised: able to manage multiple tasks and handle a high volume of calls, extract information from various sources and track previous history while speaking to caller and taking accurate notes.

Customer Service: able to communicate effectively, providing accurate information in a helpful manner, and maintaining a professional attitude at all times. Able to adapt to unique customer queries and situations and have a positive attitude toward callers, even when dealing with difficult issues.

Data input: able to show accuracy and speed when entering data into a database, copying from written and oral sources. Able to learn new systems, including the database, and use them effectively in accordance with company procedures.

Working in a team: able to work with all of our teams productively and cooperatively with a variety of colleagues, and willing to learn new responsibilities as required within the team environment.

Letter writing: able to write professional letters, both using templates and drafting letters. A high level of accuracy is required when dealing with the information provided in company correspondence.

Problem solving: able to investigate a query and suggest solutions. Ability to ask questions and manage sensitive or challenging situations.

Ability to use initiative: After an initial training period, individuals will be expected to effectively recognise when they need to make a decision, and when assistance should be requested from a more experienced member of the team or management team.