Estates Administrator / Assistant - (Occupier Accounts)

We are looking for a proactive and customer focused Estates Assistant. It is a great opportunity to work with Mitchells & Butlers, an established CBRE occupier client, always looking for ideas to improve portfolio performance and drive efficiencies. The role is within the Industrial & Logistics Vertical in Occupier Accounts, a key service line within Advisory & Transactions. The candidate will be focused on supporting the Estate Management Team to deliver the highest quality estate management service to the client. A team player, understanding clients' requirements and a strong commitment to providing a responsive quality service are all essential attributes of the role. An ability to communicate with clients and colleagues at all levels is essential. The successful candidate will provide support to the estate managers working closely alongside data, finance and transaction management colleagues. Day to day work will include overseeing the EM and inspections inboxes and helpline as well as providing estates administrative support to the Estate Management Team. The MAB portfolio is made up of 2455 properties across the UK with a mixture of freehold, leasehold and sublease interests. The Estates Assistant will be part of a team of 10 at CBRE and will report into the Account Co-Ordinator.,

• Oversee management of the EM inbox and helpdesk
• Oversee management of inspection inbox and access requests
• Dealing with or passing on issues which come in via post
• Manage the dashboard - central place for key documents
• Oversee Xmas holiday tracker
• Folder management - outlook and S drive
• Letters - to generate and post
• Arrange meetings and workshops
• Prepare packs for meetings and issuing of minutes
• House list preparation
• Manage delivery of all EM/TM reports and ensure up to date and in line with CBRE's corporate standards including period meetings, PE reports and strip out reports.
• Work closely with the Data Management Team on data projects and oversee the smooth delivery of the service across the account
• Support and management of inspection tracker and ensuring team meet inspection KPI
• Support FBP with fee invoicing (and chasing debtors) and updating CIQ
• New starter set up and process leavers
• Support with account wide initiatives to manage day to day operations more effectively
• Responsible for BIDs
• Collation of tenant's contact details
• Maintain tracker for TAs, ETNs and ECNs
• Create and maintain Account Reporting Calendar
• Preparation of quarterly insurance reports and oversee responding to MAB queries (main point of contact for MAB Ins)
• Responsible for management of 3rd parties - H2 Savills and VPS
• Management of day to day document signing process (with TM oversight)
• Management of conflict tracker
Support Estate Management Team with estates issues which could include:
• Instructing Data Management Team on database changes ie. CRFs
• Prepare and circulate Estate Completion Note on completion of a transaction.
• Management of squatters, abandoned cars, assets of community value and compliance requests (from landlords)
• Deal with requests for Plans / Leases etc
• Support Team (CBRE client and stakeholders inc 3rd parties) with general queries including requests for documents and EPCs
• Ensure service delivery is compliant to agreed procedures, SLAs and KPIs
• Dealing with repair requests and title checks from client/tenants/3rd parties.
• Dealing with projects - eg. establishing utility liability on sublet properties and recharging where necessary.
• Assist EMs arrange inspections
• Provide support to EM with microcells. Creation of new BUNs and maintaining the database
  
  Pro-active and highly organised
• Client orientated, capable to adapt to a changing and demanding environment
• Familiar with commercial leases
• Experienced on Microsoft packages, particularly Excel, Powerpoint & Teams
• Attention to detail
• Ability to work under time pressure and to meet deadlines while managing conflicting priorities
• Strong communication skills
• Very responsive to emails/enquiries
• Experience in the use of Horizon or any other property database would be an advantage
  
  When you join CBRE you will have the support and resources of a global firm where an entrepreneurial mind-set is encouraged. You'll realize your potential with challenging work, fast-paced assignments, an environment of constant learning and commitment to results. To enable your success, we provide the best tools, training and leaders in the industry.
Our collaborative culture is built on our RISE values and reflects the needs and perspectives of our clients and our people. Our work is guided by our North Star: Creating the real estate solutions of tomorrow, so businesses and people thrive. This informs everything we do-from diversity, equity, and inclusion to sustainability initiatives to workplace safety and wellbeing. At CBRE, we believe that the more perspectives we have, the more dimensions we see. We welcome people with different backgrounds and experiences across industries to apply for open positions even if you do not match every element of the required skills. To discover more about what it's like to work at CBRE, visit [1] Life at CBRE About CBRE CBRE Group, Inc. (NYSE:CBRE), a Fortune 500 and S&P 500 company headquartered in Dallas, is the world's largest commercial real estate services and investment firm (based on 2023 revenue). The company has more than 130,000 employees (including Turner & Townsend employees) serving clients in more than 100 countries. CBRE serves a diverse range of clients with an integrated suite of services, including facilities, transaction and project management; property management; investment management; appraisal and valuation; property leasing; strategic consulting; property sales; mortgage services and development services.