About B2BPM
B2BPM is an independent property management company based in Aylesbury, managing residential blocks, estates and mixed-use properties.
We believe the places people rely on every day should be managed with care, transparency and accountability. We provide a proactive and personal service that puts our clients, leaseholders and residents first.
As our portfolio continues to grow, we are looking for an organised and approachable Property and Legal Services Assistant to provide additional support across our property management, legal enquiry and sales progression activities.
The role
This is a varied position combining property administration, communication with residents and contractors, maintenance coordination, record keeping, sales information packs and occasional site visits. It would suit someone seeking a professional role that works around school hours, or a students university or college schedule.
Previous property management, conveyancing or legal administration experience would be helpful but is not essential. We are equally interested in candidates with strong administration, customer service, housing, facilities management or professional services experience who are accurate, organised and willing to learn. We are happy to support and train someone with the desire to progress in the sector and become a key part of our team.
The role is being offered on a part time basis with hours between 9:30am and 2:30pm with a 30 minute break for lunch. The FT equivalent salary is £25,480 and advertised salary of £16,380 based on a 22.5hr working week. Working location is office based in the centre of Aylesbury within a supportive team. Additional flexibility around time and hours could be offered to the right candidate.
Main responsibilities
Property management support:
· Assist with the day-to-day administration of residential blocks, estates and mixed-use properties.
· Support the Managing Director and property management team in delivering a responsive and professional service.
· Monitor outstanding matters and help ensure actions are followed through to completion.
· Assist with new-property handovers and the organisation of property information where required.
Legal enquiries and sales progression:
· Assist with enquiries arising from the sale, purchase, remortgage or transfer of leasehold and estate-managed properties.
· Coordinate requests for LPE1 packs, Freehold Management Enquiries forms and other sales information.
· Gather information from property records, accounts, insurance documents, compliance records, leases and other relevant sources.
· Prepare draft replies and supporting documents for review and approval by the appropriate Property Manager or Director.
· Liaise professionally with leaseholders, solicitors, conveyancers, estate agents, freeholders, management companies and other interested parties.
· Monitor enquiries, issue applicable invoices and help progress matters within agreed service timescales.
· Assist with notices of transfer, charge or assignment, certificates of compliance, deeds of covenant and other post-completion requirements.
· Maintain accurate records and escalate legal interpretation, title issues, disputes or requests for formal advice.
Customer and stakeholder communication:
· Respond professionally and courteously to clients, leaseholders, residents, professional advisers, contractors and suppliers.
· Provide clear updates, maintain positive working relationships and refer enquiries appropriately.
· Help prepare and issue routine notices, updates and property communications.
Repairs, maintenance and inspections:
· Log and coordinate routine repairs, obtain quotations, arrange access and raise purchase orders.
· Monitor works through to completion and escalate urgent, complex or potentially high-risk matters.
· Undertake routine property inspections where required and record observations using company systems.
· Identify maintenance, presentation, health and safety or compliance concerns and monitor contracted services.
Financial administration:
· Assist with invoice processing, purchase orders, routine expenditure monitoring and service charge administration.
· Support financial reconciliations, client reporting, credit control and accurate account records.
· Assist with recording and allocating administration fees connected with sales, notices and legal enquiries.
Compliance and record keeping:
· Maintain accurate electronic property, legal enquiry and transaction records.
· Assist with routine compliance actions, contractor documents, risk assessments, insurance information and maintenance records.
· Support statutory consultation, change-of-landlord notices and other property management processes under supervision.
· Ensure documents are complete, appropriately authorised and handled confidentially in accordance with data protection requirements.
Meetings, reporting and development:
· Prepare agendas, reports, action lists and supporting papers and maintain progress trackers.
· Attend occasional daytime client, contractor or site meetings where appropriate.
· Participate in training and develop knowledge of leasehold management, service charges, compliance, sales enquiries and B2BPM systems.
· Work towards greater responsibility and independence as knowledge and experience develop.
About you
We are looking for someone who:
· is organised, reliable and able to manage several matters at different stages;
· communicates confidently and professionally by telephone and email;
· has a positive, practical and customer-focused approach;
· demonstrates a high level of accuracy and attention to detail;
· is comfortable working with formal documents, financial information and structured processes;
· follows tasks through, prioritises time-sensitive enquiries and recognises when escalation is required;
· is confident using Microsoft Office and learning new computer systems;
· handles confidential, personal and legally sensitive information appropriately; and
· shares B2BPM's commitment to care, transparency, accountability and responsive service.
Experience and qualifications
Direct property or legal services experience is not essential where a candidate can demonstrate strong transferable skills, accuracy and a willingness to learn. Experience in any of the following would be advantageous:
· property management, conveyancing, legal administration, housing or facilities management;
· handling LPE1 packs, property sales enquiries, conveyancing correspondence or formal documentation;
· dealing with clients, residents, solicitors, conveyancers or contractors;
· maintaining accurate records, processing invoices or coordinating matters involving several parties; or
· residential leasehold property management or the conveyancing process.
Working pattern and travel
The normal working hours are Monday to Friday, 9.30am to 2.30pm, comprising 4.5 paid working hours and a 30-minute unpaid break each day. The pattern is intended to remain flexbile. Occasional additional hours may be offered by prior agreement but will not form part of the routine requirements of the position.
The role includes occasional travel to managed properties, principally within Buckinghamshire and neighbouring areas. A full UK driving licence and access to a suitable vehicle would be desirable. Approved business mileage will be reimbursed in accordance with B2BPM's policy.
Important information
The role provides administrative support in relation to property and legal enquiries. It does not involve providing reserved legal services or independent legal advice.
This advert summarises the principal responsibilities of the position. It is not exhaustive and may be reviewed as B2BPM and its portfolio develop. The postholder may be asked to undertake other reasonable duties consistent with the nature and level of the role.
Pay: £16,380.00 per year
Benefits:
- Casual dress
- Company pension
- Gym membership
Work Location: In person
