Property Assistant – White Collar

Interserve

Property Assistant – White Collar

Interserve

Brussels, Belgium

JOB DESCRIPTION:

This document provides a profile of the key accountabilities of the position and the key competencies required of the post holder. It is not a definitive document, but one that provides broad criteria expected of the post holder. It does not form part of your contract of employment.

JOB TITLE: Property Assistant – White Collar
LOCATION: Foreign & Commonwealth Office (FCO)
HOURS: from 09.30 – 18:0 – total per week - 37.5hrs
HOLIDAYS 20 days
COMPANY: Interserve Support Services
REPORTS TO: Staff Residential Property Lead
SECURITY CLEARANCE: Local Clearance
COVER FOR: Landlord Liaison

MAIN PURPOSE OF THE JOB:

To Ensure that all Staff Residential & Official Residences properties are compliant to the FCO Standard by making sure that all march in/march out have been carried out as well as organising the Property Condition Survey before the client moves in to the property. To ensure that all properties through out the FCO Estate Portfolio respect the specification of the client and delivery is in line with contractual obligations.

KEY RESPONSIBILITIES AND RESULT AREAS:

The Property Assistant is a key role within the Accommodation Section in making sure that all properties have had a march in/march out carried out as well as a Property Condition Survey or any other property requirements.

Health, Safety, Environmental and Quality

  • Ensuring Risk Assessments for contractors/method statement are in place before start up. If it involves products such as paint, to make sure that a safety data sheet has been provided, this also includes Site Safety Inspection Forms;
  • Ensure that Changing Attitude Towards Safety (CATS) is complied with and target reporting is achieved as well as entering CATS Report on Itus;
  • Creates a safety culture that looks for continuous improvement;
  • Completes all business reporting in a timely manner.

Key skills & responsibilities

  • Meeting Expert for property condition survey for a new property and end of rental properties. Utilise expert advice and challenge dilapidation costs;
  • To carry out March in/March outs, preliminary checks, property condition. To create reports where required;
  • Ensuring New Officers sign all property related documents;
  • Providing New Officers with Welcome Packs and keys. All keys will need to be recorded and signed for before being handed to the client;
  • When a property is recycled or new, liaise with security department an dother relevant parties to arrange checks and report damages etc.;
  • To request estimates if in case any decorating or security works are needed and follow up;
  • Carry out furniture order inventory and ensure correctly completed & updated on pyramid;
  • Update the New Occupancy sheet such as water testing, alarms, new officers contact details, remove any properties given up from the current list. To update the New Occupancy list every time there is a change of occupants;
  • To organise water testing at the properties along with booking the contractor;
  • To organise removals upon request;
  • Client liaison to ensure that they are happy;
  • Admin Support to the FM Manager;
  • Provide data for the Monthly Report such Property issues, march in/out etc.;
  • Back up Receptionist for the Embassy;
  • Development of positive working relationships with contractors and supply chain.

Enabling Excellence

Acts as a role model for the Enabling Excellence Behaviours and the Interserve values.

  • Courteous:
  • always polite and helpful to our customers and colleagues;
  • considerate with colleagues, approachable and quick to praise others.
  • Responsive:
  • anticipating needs and thinking ahead;
  • reacting quickly, solving problems fast.
  • Responsible:
  • keeping promises, committing to excellence;
  • understanding that if I fail, we fail.
  • Creative:
  • interested in finding better ways of doing things;
  • innovative in the solutions we create.
  • Energetic:
  • always looking to improve on what we do;
  • bringing a sense of urgency to every task.
  • Open:
  • communicating in a straight forward honest but sensitive Way;
  • Understanding the importance of keeping customers & Colleagues “in the loop”.

Innovation/Passion for the Customer and Client

  • Understands under-stated customer needs and responds appropriately;
  • Receptive to new ideas and looks for innovative methods/practices to improve customer service and our delivery of Technical Services;
  • Enthusiastic and committed to provide a professional, high quality service to the Company and the client and instils a can do attitude into the team.

Understanding & Respecting Others

  • Values the opinions of others and encourages diverse points of view;
  • Acts as a role model for Interserve company Values;
  • Maintain a high level of confidentiality.

Results Focus

  • Focus’ on “making a difference”;
  • Meticulous attention to detail; ensuring high standards of quality are achieved in all areas;
  • Effective planning practices are implemented throughout the team;
  • Proactive approach in all areas and demands standards of excellence.

Delivery

  • Maintains composure and behavioural standards in difficult and stressful situations;
  • Maintains enthusiasm and a positive attitude, even when confronted by negativity;
  • Keep abreast of changes to current legislation relating to all aspects of Hard Services.

Person Specification:

  • Attend work in a professional, smart and hygienic state;
  • Be prepared to attend all relevant training sessions and meetings;
  • Excellent interpersonal skills and a bright, friendly demeanour are essential;
  • Excellent oral and communication skills. Communicates effectively with internal and external customers, co - workers, suppliers and sub - contractors;
  • Maintain a very high level of confidentiality;
  • Be able to prioritise your work, work to tight deadlines, plan, organize and monitor several activities at the same time;
  • Good decision making and problem solving abilities is essential;
  • Reliability, depend ability, honesty and integrity are essential qualities for this position;
  • A flexible approach to working hours is essential due to the operational needs of the contract;
  • Ensuring files and all other relevant documents are maintained correctly in line with company policies and procedures;
  • Attention to detail and strives for operational excellence;
  • Understanding of information management system/databases and familiar with MS Office packages;
  • Clean Driving Licence;
  • Capable of working under pressure with minimum supervision.

To apply for this position please click here.

Applicants must be legally entitled to work in Belgium.

Don't forget to mention BrusselsJobs when applying.

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