Job Title: Estate Administrator
Status: Full time, permanent contract
Report to: Estate Principal
Direct Reports: Estate Maintenance Team (initially in conjunction with Estate Principals)
Salary: Circa £25,000 - £35,000 per annum / Negotiable depending on experience
Benefits: Pension and 28 holidays per annum
Mortonhall and Charterhall is a well-diversified privately-owned estate geographically spread with its principal enterprises located in Berwickshire, Edinburgh & Northumberland. This new role will be primarily based out of the estate office in Berwickshire.The estate manages a range of rental propositions including private residential, commercial, leisure, retail & light industrial properties as well as traditional farming & country sports activities. There is a strong existing business in operation, with the potential to both enhance existing enterprises and to develop new offerings.The role of Estate Administrator (EA) is a varied and exciting role supporting and working closely with the senior management team. The EA will take a lead role managing the estate property and maintenance team in close liaison with the estate overseers, the Finance & Administration Manager and the estate owners.The Estate Administrator is a key role in enhancing the smooth running of the estate’s businesses providing a strong communication and management role; as well as providing the first point of contact for estate customers and other farm/estate related stakeholder enquiries.The Estate Administrator will deal with all property issues including property letting, property maintenance and management. The EA will oversee health and safety matters and will assist in the smooth running of all aspects of the estate supported by estate administration team; trade groups and assisted by external advisers when required.The Estate Administrator will line manage the Charterhall Estate Overseer and maintenance team and will provide administrative support to Estate Principal and the wider Trotter family.
• To lead in the management of the portfolio of estate properties (including residential & non-residential, agricultural, equine, offices, sheds) and to meet statutory and contractual requirements.
• To develop knowledge of procedures, compliance, legislation and contracts to a high standard.
• To work closely with the Finance & Administration Manager to maintain a high level of operational & statutory performance.
• To line-manage the Estate Overseer and maintenance team (both in-house and contractors) to ensure emergency and planned maintenance is dealt with efficiently and in accordance with budget parameters.
• To develop and maintain relationships within the wider estate team to enhance both the workflow and communication.
• To provide administrative support to Estate Principal and wider family as required.Key Tasks:
• To provide a first point of contact for all general public, customer and tenant enquiries, queries and complaints, relating to property lettings and maintenance.
• To provide a first point of contact to the Estate Overseers and maintenance team.
• To liaise closely with the senior management team and estate owners as required.
• To deal with third party requests for information.
• To attend regular meetings with members of the estate team as required.
• To manage reported maintenance in accordance with procedures including agreement of costs, contractor instructions, authorisation and processing of payments.
• To deal with all insurance claims and related repairs.
• To instruct and liaise with the estate maintenance team, contractors, occupiers and other relevant parties to secure access and ensure a timely response to maintenance issues. To correspond with relevant parties and provide information updates.
• To arrange and oversee cyclical maintenance programs.
• To build a network of trusted and reliable contractors.
• To provide investment appraisals for property maintenance and refurbishments.
• To Project manage refurbishments as required.
• To line manage specified maintenance team members.
• To maintain the estate Health and Safety policy.
• To ensure employees receive Health and Safety updates as required.
• To monitor training requirements for all staff and arrange training when required.
• To monitoring a safe working environment for staff.
• To provide regular compliance update reports.
• To prepare the move out documentation on receipt of notice.
• Managing works required in respect of dilapidations. If necessary, to obtain quotations for refurbishments.
• To review schedules of condition and liaise with tenants and deposit scheme with regards to potential deductions.
• Prior to marketing, ensure that the property is ready to let with all relevant compliance certificates in place.
• To manage health and safety checks, fire risk assessments, gas safety, fire alarms and safety systems and EICR’s, Legionella risk assessments and accurately record information. To arrange related works if applicable.
• Establishes right rental rate to attract tenants to properties by surveying comparable local rental rates.
• Advertise and market properties outlining advantages of location and services.
• Arranging and undertaking property viewings for potential tenants.
• Undertaking the referencing process of prospective tenants.
• Ensures leases (including PRTs & SATs) meet both legislation and the needs of the company. Ensure that the process is managed and communicated with tenant.
• Manage collection and transferring of tenant deposit in line with regulations.
• To arrange move in details, including move in documentation, and check-in’s etc. Deal with any maintenance issues required prior to re-letting.
• Maintain property by investigating and resolving tenant complaints; enforcing rules of occupancy; inspecting vacant units and organising non-scheduled repairs.
• Ensure that rent is paid as per agreed terms and handle late payment in a timely manner reporting on any issues.
• Manage annual rent reviews of properties, reporting on recommendations and implementing agreed figures.
• Ensure the monthly rental run is carried out in an accurate and timely manner.
• To make arrangements for properties to be kept secure during void periods.
• To monitor letting activity, review strategy and make recommendations as required. To refer offers as appropriate.
• Manage utilities during void periods.
• To arrange annual residential inspections, biennial commercial inspections and regular inspection of vacant units and deal with matters arising if required.
• Dealing with evictions; when a tenant does not pay rent or otherwise breaches the terms of a lease, the property manager understands the proper way to file and move forward with eviction.General
• To assist with key estate management.
• Dealing with incoming mail.
• Assisting with preparation of annual budget; scheduling expenditures; analysing variances; initiating corrective action.
• Maintaining all records on the property management software and using full functionality to control tasks and keep records.
• Review of Property IT Systems making recommendations on property management software and systems to maximise efficiency.
• Management and maintenance of district heating Schemes (CMDHS, WFDHS & PFDHS) including maintenance, servicing, fuel management, heat meter readings, RHI, Biomass Suppliers List and Heat Networks Submissions and correspondence.
• Coordinate responses to government of farm surveys and maintain farm/estate livestock records.
• Organise water and electric meter records and ongoing review with finance and administration manager.
• Manage and control rental income from mast sites.
• Maintain a thorough knowledge of laws and regulations regarding properties; including proper ways to screen a tenant; handle security deposits; terminate a lease; evict a tenant; comply with property safety standards.
• Update knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organisations.
• Experience in estate and property management.
• Have completed the Registered Letting Agent qualification or be prepared to undertake the necessary training to gain the qualification.
• Strong management, interpersonal, organisation and time management skills.
• Articulate with strong verbal and written communication skills.
• The ability to work effectively with individuals at all levels.
• Driven, proactive and motivated.
• Excellent computer skills and the ability to pick up new software quickly.
• Flexible “can do” attitude and an excellent team player.
• Self-motivated and able to use own initiative.
• Ability to work under pressure and to deadlines.
• Ideally holds a full and clean driving licence.
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