Property Management Administrator Apprenticeship

Summary

Are you looking for a challenging role as an Administrative Assistant where you can be an integral part of a dynamic team, supporting the Portfolio Manager and Estate Manager? We are seeking a highly organised and proactive individual to join our prestigious organisation.

Wage: £17,000 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday - Friday, 09:00 - 17:30 with a 1 hour (unpaid) lunch break
37 hours 30 minutes a week
Possible start date: Tuesday 20 May
Duration: 1 year 6 months
Positions available: 1

Work

Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.

What you’ll do at work

Manage demands, letters, and reports to ensure efficient communication and documentation
Maintain up-to-date data to ensure timely and accurate information is readily available
Handle all mail, both paper and electronic, promptly and professionally
Answer telephone calls, take clear messages, and ensure effective communication within the team
Actively resolve enquiries whenever possible, demonstrating proactive problem-solving skills
Assist with administrative tasks to uphold the high-level delivery of services
Collaborate with the management team to achieve income and performance targets
Provide continuous support to the team in delivering exceptional service to clients

Day-to-Day Activities:

Respond to correspondence and emails, including those from Directors, lessees, and tenants, as requested by the Estate Manager
Contact contractors to assess their availability for works and issue work order forms after appropriate authorisation
Monitor contractors' performance and ensure timely completion of jobs, updating the database accordingly
Manage keys issued to contractors, ensuring their safe return and accurate records in the key book
Facilitate meetings and inspections for the Estate Managers
Prepare and circulate Draft Minutes to Directors, as well as take necessary actions based on meeting outcomes
Maintain and update the Approved Contractors List, liaising with our Major Works Department for feedback
Ensure all necessary contracts and annual inspections are in place and well-documented
Act on the Manager's instructions, forwarding Inspection Reports to Directors and addressing salient points
Proactively inform lessees and tenants about impending works or any lease-related matters
Write to lessees, tenants, or letting agents as instructed by the Manager, regarding potential lease contraventions
Facilitate insurance claims and liaise with Loss Adjusters for major claims, overseeing emergency repairs
Accurately input all contracts and schedules of works for estates into the computerised system, ensuring regular updates
Follow procedures and contact DVLA regarding abandoned cars as per Manager's instructions
Respond to pre-contract leasehold inquiries and provide necessary information as instructed by Property Managers
Obtain required information from Land Registry and maintain accurate records of additional fee income

Where you’ll work

9-11 The Quadrant
Richmond
Surrey
TW9 1BP

Training

Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.

College or training organisation

HAWK MANAGEMENT (UK) LIMITED

Your training course

Business administrator (level 3)

Equal to A level

Course contents

Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.
Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.
Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.

Your training plan

Business Administrator Level 3 Apprenticeship Standard

Requirements

Let the company know about other relevant qualifications and industry experience you have. They can adjust the apprenticeship to reflect what you already know.

Skills

Communication skills
IT skills
Attention to detail
Organisation skills
Problem solving skills
Presentation skills
Administrative skills
Analytical skills
Logical
Team working
Initiative

About this company

Through excellent personal customer service, we aim to be the leading independent professional property services company within the management sector.” We are a leading property management company with over 50 years’ experience and are committed to ensuring your home is handled with care and respect. With a varied portfolio of developments and with over 20 offices in the HML Group positioned conveniently around the UK, you are never far away from a local HML property manager

Company benefits

Enhanced Holiday (25 days + 8 Days BH) ½ Day Extra Holiday on your Birthday AE Pension Free eye tests & contribution to glasses Annual professional membership sponsorship Employee Assistance Programme Perks and Discounts

After this apprenticeship

We are always looking for individuals that we can develop within our Property Management functions
Those that show the right working ethos and aptitude for Property have the opportunity to develop and transition into a variety of roles

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