Estates Coordinator FPS 1836 EC

£17k - 18k per year + Benefits
10 Jul 2017
09 Aug 2017
Daria Dysarz
Job Function
Property Management
Job position
Contract Type
Full Time

Job Title: Estates Coordinator FPS 1836 EC

Location: Glasgow, Scotland

Reference: FPS 1836 EC

Salary: £17,000 - £18,000 + Benefits

Working hours: 9.00am - 5.00pm Monday - Friday (35h per week)

Closing Date: Monday 24th July 2017


Role overview:

To provide an efficient administrative and clerical support in order to ensure the efficient running of the Estates Department assisting our Area Managers with administration and working daily with our customers achieving high standards of performance within a team of individuals to create a welcoming, friendly and courteous environment for our residents. Be passionate about delivering consistently high standards of customer service.


What you'll be doing:

Answer resident queries received by telephone, log calls on ECS system.

Raise works orders, on a daily basis to contractors for general works on developments ensuring each order is raised against the correct category, fund and schedule/sector.

Answer resident queries received by letter, e-mail and fax

Co-ordinating annual contracts for maintenance, cleaning and landscaping contracts (Development specific). Liaising with Area Manager to ensure that all correspondence is scanned on to the system on a daily basis and responded to within a suitable timescale. Filing daily to ensure all office files are up to date. Liaising with Residents on all Estate Management queries by phone, within the office and written correspondence. Prepare budget and account sheets from information as supplied by the Area Managers and copy relevant paperwork and distribute to each resident from all retirement developments.

Co-ordinating the issuing of keys and fobs and keeping an up to date record of payments received and items issued. Respond to correspondence either by using standard letter templates, hand-written letters from the Area Managers or compiling own correspondence. 

Raise annual orders for cleaning, garden maintenance and window cleaning along with any other equipment that may require an annual/planned order.

Check, code and electronically sign off invoices for payment.  If  invoice subject of an insurance claim - then stamp invoice with 'INSURANCE CLAIM' stamp and pass two copies of order and invoice to FirstPort Insurance to enable them to make the claim.

Notify Insurance Brokers by fax and / or letter of any proposed claim ensuring claim is processed and money credited to the scheme.

Liaise with Development Managers, placing orders for works required.

Liaise with contractors and committee members of Residents Association and act upon their instructions after liaising with and gaining approval from the Area Managers.

Prepare tenders/specifications for quotations relating to building wo

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