The role will provide a professional, efficient and valued add service to our Asset Management team to enhance the general administration function of the business with a financial and property management focus.
You will be responsible for the delivery of various day to day tasks and deliver these to the teams utilizing excellent organisational and communication skills. You will constantly seek ways to improve effectiveness and will be expected to partner with relevant Asset Mangers and Asset Services team to improve and develop ways of working.
To provide focus and rigour on day-to-day property management, accounts payable and asset management support functions.
Management of the purchase order (PO) and invoice process to include raising POs, closing POs, chasing approvals, monitoring the invoice register, liaison with the accounts payable teams, co-ordinating project payments and monitoring payment schedules.
Work closely with the finance team on one-off spend and manual payments to ensure accurate overall spend v budget and no duplications
Work closely with the AM function on annual business plan budgets and spend v projections
Analysis on supplier payments and profile
Work closely with the PM function on service charge budgets across the portfolio and analysis per cost category by geography and asset class v peers
Develop and maintain ownership for development / capex spend monitoring v budget and approved spend. Improve process on budget analysis and projected spend to ensure timely supplier payment. Improve Yardi workflow and process to meet business needs and governance
Monitoring accounts payable service levels
Develop and maintain a record of all manual payments in conjunction with the Finance Team.
Develop and maintain a payment register for the corporate payment system to allow analysis, process adherence and monitoring.
Issue communications/updates on our processes to suppliers.
Co-ordination of supplier onboarding to ensure efficient and timely set-up. To include requesting and checking set-up information and appointment contracts.
Assist in the oversight of managing agents. Monitor deliverables and performance against agreed KPIs, collating and reporting of KPIs to internal teams and deal with day to day issues arising out of such contracts.
Support in managing the property insurance programme for all UK, Irish & European direct funds liaising with the external broker, insurers and loss adjusters as appropriate.
Manage the annual insurance valuation (RCA) programme. To include keeping a detailed database of valuations, instructing third parties and interrogating values.
Maintain accurate records of third party instructions and co-ordinate payment of fees.
Manage the quarterly managing agent fee process ensuring fees are approved and paid on-time. Update and maintain a database of managing agent fees.
Assist in developing a third party performance feedback and benchmarking system and maintain thereafter.
Assist in any third party tender exercises.
Assist in updating and re-writing the Managing Agent Procedures Guide.
Assist with developing Health and Safety reporting systems.
Build and maintain relationships with the panel managing agents and insurance brokers.
Constantly seek ways to improve efficiency and effectiveness in all processes and tasks.
Be part of the team to re-think asset management, property management approach across our portfolio to be Best in Class
Experience working within an accountancy/financial department or property management team within the property industry, demonstrating an understanding of the UK Commercial property market as well as financial processes.
Demonstrate experience of having accountability and the ability to work independently with minimal manager input.
Demonstrate experience of building strong relationships with external stakeholders.
Demonstrate excellent written and oral communication skills
Excel database management experience with proven ability to analyse and manipulate data.
Demonstrate experience of dealing with data management focusing on accuracy of data with outstanding attention to detail eg. zero tolerance error checking, adherence to KPIs/SLAs, reporting deadlines.
Demonstrate experience dealing and working with senior internal stakeholders with proven ability to professionally challenge.
Demonstrate a high level of multi-tasking, planning and organisational skills to manage workloads proactively and manage conflicting priorities.
Excel database management experience, with proven ability to analyse and present data.
Demonstrate experience of process improvement and/ or implementation of innovative solutions.
You will be assessed against the Aviva values: care more, kill complexity, never rest and create legacy.
Internal Number: 4970548
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