CYMDEITHAS GOFAL CEREDIGION
Post: CGC Properties Management Administrator
Based: Aberystwyth Office in Cambrian Street
Responsible To: Business Development Manager
Aims and Objectives
The main objectives of the post will be:
Under the direction of the Business Development Manager and liaison with the CGC
Properties Management Supervisor, to provide effective and efficient administrative
and finance support for CGC Properties Management.
To be active in promoting and fostering effective working relationships with
landlords, clients, contractors, colleagues and outside agencies with a view to
enhancing the reputation and profitability of the enterprise, and liaising with tenants
in CGC managed and leased properties.
The CGC Properties Management Administrator will work under the supervision and
direction of the Business Development Manager and in close liaison with the CGC
Properties Management Manager.
Properties and Maintenance Services
To operate a comprehensive and continually updated diary of forthcoming
To ensure that the CARL software package, Schedule of Works and other
relevant records are updated on a daily/weekly basis.
To keep organised records (and copies where necessary) of all correspondence
(written & email) with landlords, tenants, contractors, agencies and other
To obtain written permission from a landlord for necessary maintenance work
in managed properties before work is carried out – referring to terms of
individual management agreements as appropriate.
To maintain a telephone message log and ensure all relevant staff are kept
To update and maintain all individual property files with information as
specified on the cover sheet with the assistance of the CGC Health & Safety &
To commission the maintenance team to carry out an inventory/inspection of
rooms/properties when vacated by a tenant.
To inform PRS Team when a room or property has been passed fit and ready
for the next tenant and pass on the inventory for their records.
To contact tenants by letter at least 24 hours prior to any property/room
To compile and maintain a tenants’ risk register
To assist in the collation of any monitoring data that will be required.
Health & Safety (In conjunction with the CGC Health & Safety &
To familiarise oneself with the work of the CGC Health & Safety &
Accommodations Co-ordinator in order to foster a working knowledge of their
responsibilities and the various legal obligations concerned with the post.
To make arrangements for various checks to be carried out relating to Health
& Safety checks: Gas, Electric, Fire equipment & alarms, Soft Furnishings,
EPC, Asbestos, Legionella and PAT testing.
To assist the CGC Health & Safety & Accommodations Co-ordinator in
fulfilling their duties on certain occasions where necessary, as outlined in their
Update the CARL system with all relevant Health & Safety and compliance
information for each property.
Marketing & Public Relations
To liaise with landlords, tenants, customers and outside agencies in fostering
good customer relationships, quality control and promotion of the services.
To maintain strong working relationships with other teams in the organisation
and raising awareness of the services available to their clients.
To liaise with the local authority homeless department and other agencies to
ensure access to the scheme and raise awareness of services available.
To update the website and ensure its accuracy.
To generally promote the services and identify potential customers.
Maintain stock of promotional material and disseminate to other agencies.
Collate and monitor customer feedback and liaise with CGC Properties
Management Manager to address any issues arising.
Tenant accounts – update weekly rental invoices and rental receipts on CARL
and SAGE software systems. Reconcile balances with Finance Officer on
Receive cash payments from tenants and customers, issue receipts and pass
daily to Finance Officer for banking.
Contribute to credit control procedure – under direction of Finance Officer and
CGC Properties Maintenance Manager monitor unpaid invoices and chase
Check staff timesheets and update spreadsheet allocating time to
services/projects. Produce monthly totals and pass to Finance Officer.
Job Sheets – ensure all details are accurate and complete, and liaise with CGC
Properties Maintenance Manager to ensure correct costs applied. Produce &
send customer invoices and update SAGE accounting system.
Suppliers – check invoices against schedule of works/purchase orders &
delivery notes; ensure work has been completed and to satisfactory standard,
goods have been received and prices agreed as quoted. Code invoices as set
out in Coding Procedure Manual and update SAGE and CARL systems as
appropriate. Forward to Finance Officer for authorisation and payment.
Maintain preferred contractor list for property maintenance work according to
organisational policy and procedure.
Petty Cash – maintain petty cash float for small items of expenditure. Ensure
receipts are given for all requests for petty cash monies. Reconcile cash
balances at the end of each month, analyse expenditure and pass to Finance
Maintain list of staff for properties cleaning pool.
Produce monthly rota for cleaning jobs and disseminate to relevant staff.
Source new business for expansion of cleaning services.
To work within the organisation’s Equal Opportunities policies in all areas of
To contribute to the development and promotion of CGC Property
Management and further initiatives of the organisation as required.
To participate in team meetings and organisational meetings as required.
To keep the CGC Property Management Manager and Business Manager
informed as to potential absence as far as possible, and to assist them in
implementing succession planning as a result.
To comply with all the conditions of the Service Level Agreements pertaining
to the Enterprise.
To carry out any duties and responsibilities commensurate with the post.
Hours: 37 per week
Salary: £15,026.44 per annum
Time management and ability to organise workload effectively/efficiently
Ability to work on own initiative and as part of a team
Good communication skills – verbal and written
Numeracy – ability to work accurately with figures (GCSE Maths ‘C’ or
Excellent ICT skills – Microsoft Word, Excel, Access, Outlook etc
Previous experience of working in administration and finance
Good telephone manner and experience of customer care.
Experience of using accounting software (SAGE etc)
Knowledge of property rental/maintenance sector
Ability to speak Welsh
Experience of working with Statutory and Voluntary/third sector agencies
Experience of co-ordinating the team diary
Experience of building effective working relationships.