Property Administrator / Receptionist - #1771513

Company Description

Colliers is a leading commercial real estate services company, providing a full range of services to real estate customers, developers, and investors on a local, national, and international basis. Services include brokerage sales and leasing (landlord and tenant representation), real estate management, valuation, consulting, project management, project marketing, and research. We operate across core sectors such as office, industrial, retail, and hotel, as well as many specialized property types

The UK business is headquartered in London, with over 900 specialists across 16 offices in the UK and Ireland

Our mission is simple: To provide a happy, efficient, and safe environment

At The Edinburgh BioQuarter, we offer mixed-use multi-tenant spaces, including office and laboratory units. Our client, Scottish Enterprise, promotes this facility to nurture and support the growth of Life Science in Scotland

Your main role is to facilitate tenant requirements, promote a welcoming environment for visitors, and assist the onsite Facilities Manager

Based mainly at the front of house within Building Nine at the reception, you will be responsible for addressing tenants' and administrative needs professionally and promptly

This role will help you develop vital skills to enhance your abilities further

Job Responsibilities Reception duties at The Edinburgh BioQuarter, including managing visitors, deliveries, and incoming calls

Managing meeting rooms and preparing them for use

Liaising with tenants and coordinating inquiries, issuing communications

Handling tenant complaints/queries and providing prompt resolutions, escalating as necessary to the Facilities Manager

Maintaining the presentation of front of house and common areas, conducting regular inspections, and liaising with cleaning staff

Logging faults with the helpdesk and informing the Facilities Manager

Coordinating contractors visiting the site, supporting from the Facilities Manager, and planning visits with tenants

Assisting the Facilities Manager in showing potential new occupiers vacant spaces and units ready for handover

Planning and executing occupier and social value engagement initiatives

Administering ad-hoc billing for Nine & BioCube 1 (meeting rooms, broadband, telephony, etc.)

Producing and updating operational documents and databases, such as Tenants Handbooks, Directories, and Key Logs

Assisting in fire and safety evacuations and safety compliance

Supporting quarterly tenant meetings, including minute-taking

Managing access cards and using access control systems for tenants and contractors

Covering for the Facilities Manager during holidays or sickness

Supporting the touchdown office area, including booking coordination, workstation readiness, and user assistance

Expertise & Professional Development Be the go-to person in your area of expertise for colleagues, clients, and customers

Possess excellent interpersonal communication skills

Be solutions-focused, advising colleagues with practical solutions

Have adequate knowledge of IT systems including MS Outlook, Word, Excel, and PowerPoint

Maintain elogbooks and use permit-to-work systems, with support from the Facilities Manager; H&S training is preferred but not essential

Communication & Managing Expectations Actively listen and interpret key information from clients, colleagues, and service partners

Manage and exceed expectations by prioritizing tasks

Tailor messages to different stakeholders to ensure clarity

Anticipate needs and strive to exceed expectations

Communicate effectively to provide information and prompt resolutions

Qualifications Demonstrate and role model key behaviors of service excellence

Conduct professional work for clients and meet reporting requirements

Preempt work needs to deliver high service levels

Be flexible and adapt positively to role changes proposed by your line manager or the client

High-Quality Work Continuously seek to improve work quality and ensure quality control

Demonstrate excellent organizational and time management skills

Productivity & Efficiency Challenge inefficiencies and focus on tasks within your control

Possess excellent oral and written communication skills

Additional Information Build trusting relationships and promote a culture of information sharing and collaboration

Create a positive working environment and work effectively as part of the wider team

Be results-oriented, reliable under pressure, and have a strong change management mindset

Seek and act on feedback for personal and professional development

Uphold professional conduct and integrity, advocating Colliers' values

Participate in organizational initiatives promoting inclusivity and community engagement



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