Property Assistant

Responsibilities

• Plan, coordinate, schedule and organise the workload and outputs of the MIMO programme to ensure a professional delivery of customers’ and clients’ supply and demand in accordance to contractual obligations and FCO standards, processes and policies.
• Build trusted, reliable and credible relationships with landlords and estate agents and the like to satisfy and deliver upon supply and demand.
• Monitor, control and report on all residential property related works to ensure strict adherence to contractual KPIs and SLAs.
• Pro-actively implement, monitor and control safe-systems of work ensuring full adherence to Health, Safety and Environmental legislation, local, client, customer and company Policy and Procedure.
• Attend contractual and ad-hoc meetings as and when required.
• Produce any necessary reports as requested by FCO clients’.
• Ensure full adherence to FCO and contractual standards at all times ensuring all properties remain compliant to FCO standard.
• Lead, manage and organise the your property portfolio ensuring complete alignment and adherence to FCO MIMOs property search, vetting, validation and property approval Processes, Policies and Systems.
• Implement control measures to ensure the suppliers / subcontractors remain in complete compliance to all client, customer and company policy and procedure at all times, namely
• Liaising and collaborating with Brussels Estate Agents to identify suitable properties.
• Maintain and update the property search tracker.
• Plan, arrange and carry out property searches, viewings and ensure that the property is fully compliant to FCO Standard and Fire Regulations.
• Liaise with FCO Department as necessary.
• Identify and short list x3 properties then arrange and schedule property visits with the FCO Security Manager.
• Obtain cost of Health & Safety and Security required works, and cost up appropriately.
• Liaise with arriving Officer contacting by phone and email to understand their requirements and providing weekly updates.
• Plan, facilitate and then accompany the FCO officer to the x3 short listed property viewings.
• On receipt of FCO Officers choice and written acceptance, notify FCO for approval.
• Create and maintain individual files for each property, to include all required property documentation.
• Confirm to the Estate Agent, negotiating and signature of the lease contract and ensure receipt of related compliance documents provided by the landlord
• Once the lease contract has been signed, liaise with the expert and organise a property conditional survey ensuring the Landlord provide the make/model of all electrical equipment as well as specialist maintenance e.g.parquet flooring
• Request utilities documentation, signed by the Landlord, scan to the Office Administrator.
• Complete companys checklists and input all property details such as lease, Officer status, rent, etc… onto Pyramid system.
• Organise a temporary serviced flat if required, managing procurement in accordance to process.
• Ensure strict adherence to selected and approved property preparation process, policy and requirements.
• Ensure strict adherence to MIMO (march in, march out) process and policy.
• Ensure strict adherence to property given up (property surrender) process and policy.
• Ensure the management, monitoring and control of all reactive works orders in complete adherence to contractual obligations, policy and procedure and in accordance to contractual SLAs and KPIs.

Knowledge Skills & Experience

• Previous experience in Facility Management would be an advantage
• Previous experience in Real Estate
• Excellent negotiating skills

Person

• Written/spoken English and French are essential, Dutch would be an advantage.
• Articulate, professional with excellent customer services skills
• Be prepared to attend all relevant training sessions and meetings.
• Excellent interpersonal skills and a bright, friendly demeanour essential.
• Excellent communication skills, written and oral
• Demonstrated ability to communicate effectively at all levels, including internal and external customers, co-workers, suppliers, partners and subcontractors.
• Ability to maintain very high levels of confidentiality critical.
• Proven ability to prioritise work, working within tight deadlines, and multi-tasking, namely planning, organising and monitoring several activities at the same time.
• Good decision making and problem solving abilities is essential.
• The role requires high levels of reliability, dependability, honesty and integrity.
• A flexible approach to working hours is essential due to the operational needs of the contract.
• Articulate and organised to ensure, business documentation is maintained, and kept in line with company policies and procedures and contractual obligations and requirements.
• Attention to detail and strives for operational excellence.
• Must have a sound understanding of quality management systems, information management systems and databases
• IT literate with an advanced level of Microsoft Office applications.
• Capable of working under pressure with minimum supervision.
• Logical, self-starter able to work with minimal supervision.