Building Administrator

Who are we:

Think Ahead Property Company is the property arm of Think Ahead, a charity supporting stroke survivors and carers.

To provide comprehensive administrative support to the Charity Executive manager and building caretaker, to support with communication with tenants. We are looking for a candidate who has previous experience and understanding in building management, contractors, sourcing quotes and marketing. We will be unable to shortlist without this relevant skill set.

• Assist with property marketing and viewings.
• Supporting with sourcing referencing for prospective tenants
• Assist the manager with lease preparation
• Monitoring of tenancy agreement date to ensure validity
• Support with tenant relationships, addressing and resolving day-to-day issues promptly i.e. arranging maintenance and repairs via contractors
• Assist the caretaker with tenancy inspections and end of tenancy arrangements and processes
• Monitor and manage rental income and tenant arrears, working closely with the executive manager to action any outstanding invoices
• Supporting with sourcing quotes
• Prepare papers and present financial updates and investment cases for property-related investment decisions and major works to the Board
• Provide financial records, information and projections to Executive Manager for forward business planning.

• A strong organisational approach while being understanding of the needs of the building, tenants and service users
• To be confident and experienced in administration and able to support senior management with day-to-day duties.
• You’ll play a key role in ensuring smooth running of daily building operations alongside the executive manager and building caretaker
• Maintain an organised filing system and records
• Prepare letters, reports and general correspondence including documenting meeting minutes
• Organising room booking and room preparation for external organisations.
• Any other tasks commensurate with experience to support Think Ahead Team to provide a robust offer to all tenants
• Attend all necessary training offered by Think Ahead or other partner agencies

• High level of accuracy and attention to detail
• Ability to handle confidential information with discretion
• Ability to manage time and workload efficiently
• Skilled in multitasking and prioritising to meet deadlines
• Excellent verbal and written communication skills
• Professional and polite telephone manner
• Active listening skills to understand instructions and take notes
• Ability to build relationships and work well within a small team
• Proficiency in office software such as the Microsoft Office Suite (word, excel, PowerPoint)
• Problem solving abilities
• To understand funding on a charity (desirable)

Successful candidate will be asked to complete an application to DBS.