Real Estate Coordinator - Global Real Estate - 12 month FTC
March 6, 2018
London, United Kingdom
This a 12 month Fixed Term Contract. The role will provide a professional, efficient and valued add service to Global Real Estate (GRE) team to enhance the general administration function of the business. You will be responsible for the delivery of various day to day tasks and deliver these to the GRE teams utilizing excellent organisational and communication skills. You will constantly seek ways to improve effectiveness.
You will be joining the busy Real Estate Coordinators team to assist in daily roles which include; the management and execution of legal documents, the processing of expenses, travel arrangements, on-boarding new suppliers, managing subscriptions etc. The Real Estate Coordinator team work very closely together to coordinate the varied and business critical workload.
Duties will include:
Giving support to the Investment team by effectively managing the New Supplier module of our Yardi database to ensure the process is quick and efficient whilst maintaining corporate governance.
Being confident in sending and receiving boxes for archiving and updating the master records spreadsheet. Arrange for prepared archived boxes to be picked up and stored by the external archive provider whilst upholding the clear desk policy within the office.
Ensure important legal documents are processed efficiently following the company's procedure to safeguard our investors and facilitate lettings, rent reviews and the appointment of consultants and contractors. Update and maintain a detailed daily log of incoming and outgoing legal documents to track and ensure legal documents are executed by the correct Directors.
Process expenses and invoices within 3-5 days from receipt. Be confident in using the Oracle system to submit expenses and invoices. Keep records of all the receipts and the expense reports and monitor the Oracle system to ensure expenses are approved expediently to avoid delay with the payments.
Booking travel using the American Expresss system, find the best deal and process with the booking.
Responsible for renewing the subscription, deal directly with the publisher and make sure that we are getting the best available price to keep company's costs down. Insert the invoice on Oracle when the subscription has been approved by Manager and renewed.
The ideal candidate will possess relevant 'A' levels (or equivalent) and have prior experience working in a PA / assistant / administrative role, preferably from a Financial Services or Investment / Asset Management environment. You will also have the following attributes:
Relevant knowledge of the property industry in order to be able to deal with the high volumes of legal documents;
Basic knowledge of i-procurement and expenses systems i.e. using Oracle for expenses and raising purchase orders;
Demonstrate a proactive approach - high level of planning and organisational skills to organise and manage their workload being able prioritise, especially at busy times;
Excellent written and oral communication skills and outstanding attention to detail with the ability to be flexible;
High degree of discretion and confidentiality in dealing with sensitive information;
Maintain a flexible approach to work in accordance with the work situation and the ability to work under pressure;
Experience in taking your own initiative to be able to cope with very demanding teams;
Confidence in using MS Office applications (i.e. Word, Excel, PowerPoint).
We are proud to be a different kind of asset manager; our intelligent and innovative solutions are based entirely around our clients' needs, not ours.
Aviva Investors is a global asset manager with expertise in real estate, fixed income, equity, multi-asset and alternative investments. We are proud to stand out in our field as our intelligent solutions are based around our clients' objectives, not ours.
Inclusion and diversity
We are a global organisation with thousands of employees and customers from different cultures. We've built our approach to inclusion and diversity on the principles of respect, valuing differences and inclusion.
One of Aviva's core values is Care More, and this is bought to life through the flexible ways we like to work. This may include working from home some of the time, or flexible work schedules to accommodate parent and carer responsibilities, further studies and hobbies. What's important to us is that you are supported to do the best work of your life.
You will be assessed against the Aviva values: care more, kill complexity, never rest and create legacy.