Estate Co-ordinator

Website FirstPort

Job Role: Estates Coordinator

Location:  Glasgow, Scotland

Job Type: Fixed Term Contract – 4 months

Salary: From  £18,000 per annum plus benefits

Hours:    Monday-Friday 9am-5pm (35 hours per week)

As the Estate Co-ordinator, you will contribute to our vision of being the UK’s favourite residential property manager, as recognised by others by:

  • Continually delivering the service expected from us by our customers
  • Provide efficient administrative and clerical support in order to ensure the running of the Estates Department
  • Assisting our Area Managers with administration and working daily with our customers.

This role reports to the Estates Coordinator Team Leader

Main responsibilities:

  • 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 credi

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