Property Administrator

Overview

When you join Hines, you will work alongside innovative leaders who set the standards responsible for our reputation as an industry leader today, and you’ll be a part of shaping our future in the years to come.

Helix - A Hines Company

In February 2022, Helix was acquired by Hines marking an exciting new chapter to further propel our property management offering in the UK and customer centric approach. Helix has a long-standing relationship with Hines over the past ten years, with Helix providing property management services across the majority of properties in the Hines UK portfolio. Hines also operates the Hines European Core Fund, Hines European Value Fund and Hines Global Income Trust assets.

Helix continues to deliver an above market service to its existing client base, operating from its central London office. Helix manages all commercial asset types nationwide, but with a focus on prime central London offices, accounting for 70% of their portfolio.

Responsibilities

As the Property Administrator for Helix with Hines, you will be responsible for assisting the team in all aspects of day-to-day management and delivery of all property management services, on an allocated portfolio of properties, to all stakeholders. Responsibilities include, but are not limited to:

• To carry out various property management tasks as directed.
• To assist Helix in implementing Company policies and procedures to an agreed standard.
• Ensure that company policies and procedures are consistently applied to required standards.
• Work alongside Facilities Managers to oversee day-to-day maintenance matters within allocated portfolio including day to day, contracted and cyclical maintenance.
• Manage data and e-mails and ensure all client files are updated.
• Issue and assist with collection of rents and service charges.
• Assist in developing service charge budgets and reconciliations.
• Manage expenditure against budget throughout the financial year.
• Carry out regular site visits to ensure all buildings are in good order.
• Ensure insurance claims are being processed efficiently and correctly.
• Circulate information and communicate regularly with tenants concerning management issues.
• Have a basic understanding of Landlord and Tenant Act and related lease restrictions.
• Ensure that fees are issued as and when appropriate for works excluded from the management contract.
• Prepare ad hoc reports as required for issue to internal and external parties.
• Liaise with the Facilities Manager on the condition of Health and Safety compliance within the portfolio.
• Act within the authority delegated by Helix.
• As requested, any other duties necessary in the interest of the smooth and efficient running of the portfolio.
• Ensure all duties and responsibilities are executed to the industry’s ‘Best Practice Standards’ and best practice at all times.
• To be available out of ‘normal’ working hours and at short notice if the needs of the company or the portfolio so require.

Qualifications

Minimum Requirements include:

• Experience and involvement in advanced administration within the context of an office.
• Experience of liaising with multilevel stakeholders.
• Similar experience of commercial property management.
• Basic understanding of current Health & Safety legislation.
• Basic knowledge of, or an interest in understanding commercial leases / service charges / maintenance / the way of property.
• Experience in liaising with clients, tenants, consultants and local authorities.
• An interest in understanding current Health & Safety legislation.
• Full clean driving license.
• Strong communication skills, both verbal and written.
• Strong numerical skills including computer literacy (Excel, Word, MS Outlook).
• Ability to work alone or as part of a team.
• High level of organisational and administrative skills.
• Able to use initiative and take responsibility.
• Ability to work under pressure.
• Able to fit in with a diverse work team.

At Hines, we strive for excellence as a leading global real estate investment manager, driven by our by our belief that real estate is fundamentally about people. Our diverse portfolio spans $93.2 billion¹ of assets across such property types as living, office, retail, mixed-use, logistics and life science projects – all designed to enhance value, connection and inspiration. Our strategic approach integrates local expertise with global knowledge, taking calculated risks aligned with our convictions to exceed expectations and tailor solutions to our clients' needs.

While our projects are renowned for enhancing cities and pioneering sustainable practices, we recognize that the true driving force behind Hines' success is our 5,000 dedicated employees in 30 countries who draw on our 65-year history to build the world forward. This is why we prioritize investing in our people, offering comprehensive training, competitive compensation, robust benefits and generous vacation packages. By centering our focus on the growth and wellbeing of our team, we cultivate an inclusive environment where everyone, including our clients, can thrive.

Hines is proud to be named to Fast Company’s prestigious annual list of the World’s Most Innovative Companies for 2024. ¹Includes both the global Hines organization and RIA AUM as of December 31, 2023.

We are an equal opportunity employer and support workforce diversity.

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