Property Management Administrator

At Bellrock, we harness technology to give our customers an experience that not only leaves them with advanced building systems. But with peace of mind. And we unlock that by being technology-led, but people-driven. So when you’re part of Bellrock, you’ll get everything you need to be your best at work - because our people are the heart of our business. And we’re all about helping them to shine.

The primary function of the Property Management administrator role is to control the smooth running of the team) in order to support Property Managers in the management of their respective property portfolios.

This is a new role for the Bellrock Property Management Department and will require someone who is able to work autonomously and on their own initiative to assist in the development and implementation of ‘best practice’ processes and procedures.

The Property Management Administrator will support Property Managers in delivering an effective, independent, customer focussed property management service to clients.

How will you be the change?

We believe every role is essential to providing that peace of mind for our customers - whatever part of the business you’re in. Because every role plays a part in driving us further. And everyone can be the change. That’s how deliver value for our customers, and building systems that lead the way

And as a Property Management Administrator with Bellrock, you’ll do it by…

Taking full accountability for delivery of the property management functions, including:

1. Database Management

• Management and maintenance of the Client core, property and tenant (lease) database for all clients under the remit of the department.
• Housekeeping of lease data and financial data on databases
• Management of process changes to the property database relating to both the rent and service charge ledgers.
• Handling the implementation process of new properties taken on.
• Maintaining schedules of lease event dates, RICS Professional Standard requirements and statutory compliance.
• Maintaining a professional working relationship with clients and ensuring that a good client service is delivered.
• Answering leaseholder and client enquiries in a timely fashion.
• Answering enquiries raised by property managers and assisting where necessary.
• Undertaking ad-hoc tasks and projects instructed by Property Managers.
• Undertaking ad-hoc tasks and projects instructed directly by Clients.
• Managing specific communications between your Line Manager, Property Managers and Operational teams in order to deliver finance services for clients.

2. Credit Control

• Providing the credit control function for the Property Management Department.
• Taking overall responsibility for chasing of tenant arrears as instructed by Property Managers.
• Working with Property Managers to ensure that all tenant queries are resolved promptly, and arrears are mitigated and collected.

3. Day to Day Budget Management and payment of suppliers (where necessary in collaboration with and in support of the Property Management Accountant)

• Maintaining the purchase ledger in the accounting records including receiving, coding, processing and payment of all properly authorised invoices, expense forms and requests for payment.
• Preparing and Setting up BACS runs from the relevant bank accounts to pay suppliers and to manage and maintain Service Charge funds of each property under the remit of the Property Management Department.
• Liaising with Property Managers to ensure that cash flow/ funding for each property service charge is adequate.
• Being responsible for the analytical review of income and expenditure.
• Allocating expenditure (paid invoices) against the correct cost heading and schedules.

4 - Client Reporting (where necessary in collaboration with and in support of the Property Management Accountant)

• Raising of all lease and associated ad-hoc charges.
• Ensuring all billings for rent, insurance, service charge and associated charges are raised in line with KPI’s and lease dates.
• Generating any miscellaneous charges/adjustments arising due to changes of tenancies (i.e. lease expiry, break notice, rent review etc.) upon the instruction of the Property Manager, to ensure that the TRAMPS database is always up to date and correct.
• Billing of periodic ground rent, service charges, insurance and other charges to lessees or occupiers
• Billing of directly recoverable ad-hoc charges to lessees or occupiers (e.g. the recharging of electricity consumption and insurance premiums).