Building Safety 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

Reporting to: Associate 

Job purpose: Providing administrative assistance and analytical support to the Building Safety team.

This is a permanent, full-time position (see working hours above).

Key accountabilities:

1. Providing standard and ad-hoc letter responses to tenants/leaseholder enquiries. Dealing with queries from managing agents in writing or by telephone.
2. Maintaining and updating the in-house database in accordance with correspondence and other communications exchanged with managing agents.
3. Reviewing and extracting information from various sources including external wall surveys and Fire Risk Assessments.
4. Working on projects, running and helping to design reports using MS Excel and Qube software.
5. Producing reports and schedules for internal management meetings and internal/external clients.
6. Managing Outlook calendars and offering administrative assistance as required.
7. Providing support for the team in day-to-day work in circumstances where the workload so requires.

Skills:
Working with IT: Comfortable in the Windows environment and able to show experience or knowledge of MS Word to an intermediate level and MS Excel at least to an advanced level. Proficient in the use of Qube software, specially reports.

Data input: able to show reasonable accuracy and speed when entering data into a database, copying both from written and oral sources.

Telephone customer service: able to show the ability to communicate effectively over the phone, providing accurate information in a helpful manner, and maintaining a professional attitude at all times.

Problem solving: able to investigate a query and suggest possible outcomes.

Organisational skills: able to prioritise workload and multitask in a high volume environment. Able to manage own workload, keeping long- and medium-term goals in mind.

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.

Letter writing: able to write professional letters, both using templates and as ad-hoc letters. A high level of accuracy is required regarding the information provided in the letters, as well as an equally high level of grammatical correction.

Working according to procedures: able to perform their role while adhering to specific company procedures at all times, requesting further training and assistance when necessary.

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