Estates Assistant

ESTATE ASSISTANT

£15.00-£17.00phr LTD

3 MONTHS INITIAL CONTRACT, FULL TIME

OFFICE BASED IN HEMEL HEMPSTEAD, HERTFORDSHIRE

MAIN PURPOSE OF JOB:

1. The post holder will have specific responsibility for the lettings and day to day management and maintenance of the Council’s 1,800 lock up garages (annual income for 2007 circa £450,000) and assist with the management of commercial properties.

2. The post holder will also be the principal point of contact by the public and tenants for property sale and letting enquiries, building maintenance problems and building defect queries.

MAIN DUTIES:

• To deal with all aspects of the tenanted garage estate management including lettings, terminations and serving notice to quit as required.
• Liaise with tenants and contractors and place orders for day to day maintenance work and repairs on garages and Council owned commercial properties.
• Inspect work and approve invoices for payment.
• To deal with the grant of new garage tenancies and the termination of old tenancies.
• To deal with callers to the office with property queries, telephone enquiries, correspondence and maintaining the garage and commercial properties waiting lists.
• To place advertisements, prepare property details, arrange viewings and generally assist with all aspects of the sale and letting of all types of property.
• The preparation of information reports and statistics through the Estates Valuer so that members and officers can formulate policies relating to the Council’s property portfolio.
• In consultation with and through the Estates Valuer to assist with the preparation of appropriate reports to the Council and its committees and panels.
• To assist the Estates Valuer in ensuring effective financial control of the budgets for the property portfolio.
• In conjunction with the unit’s Office Administrator the preparation and updating of budget estimates and monitoring of actual expenditure on the various property maintenance budgets.
• To have primary responsibility for monitoring the garage maintenance budget.
• To provide regular reports on occupancy levels and void periods for garages and commercial properties.
• To assist with the vetting of contractors to ensure their suitability to undertake work on behalf of the Council.
• To assist in the monitoring of the performance of contractors and advise the Maintenance Co-ordinator and Estates Valuer accordingly.
• To assist in the process for payment of accounts submitted by consultants and contractors.
• Assist in undertaking regular condition surveys of Council owned properties to ensure that contract and lease conditions as well as health and safety requirements are being met.
• To manage and update the Asset Register, Asbestos Register, Property Management Database (Estate man) and GIS based Property Terrier.
• Carry out other duties appropriate to the scope and grading of the post as may be required from time to time.
• To establish and maintain appropriate office systems and procedures to support the above duties.
• To safeguard children, young people and adults at risk and make referrals to the
• appropriate agency.