Administrator

ROLE OVERVIEW

Role: Pre & Post Sales Administrator

Reporting to: Senior Manager & Secretariat

Location: Leeds

COMPANY OVERVIEW

At Anthem Management, you map the story of your success. As one of the largest block property managers in the UK, hundreds of clients look to us to expertly manage their properties and tens of thousands of residents trust us to help them enjoy their homes. With roots in customer service and a relentless focus on the needs of our clients, our approach to block management prioritises getting the basics right whilst providing a great level of service.

ROLE RESPONSIBILITIES

As a Block Management Pre & Post Sales Administrator, you will be responding to all leasehold and conveyancing enquiries received. You will be raising and recovering all relevant fees for doing so. You will be processing all post completion documentation and update systems for block management. Other key roles will include:

• Respond to solicitors’ leasehold enquiries, research, collate, supply documents and management packs prior to the sale of a unit within a block managed by Anthem Management Limited.
• Ensure sale and re-mortgage enquiries are responded to accurately and in a legally compliant manner.
• Liaise with key stakeholders i.e. leaseholders, conveyancing, solicitors and use online registry portal in order to ensure that dept and business needs are met.
• Charge relevant and appropriate fees to add to the income stream to the business
• Manage an electronic database, log enquiries and payments received and the date at which the work is due.
• Process all post completion documentation required under the terms of the lease i.e. Notice of Assignment, Charge, and Deed of Covenants as instructed by Anthem Management Limited – Ensure that the legal transfer is carried out as per the lease terms and the documents are signed by the correct signatory and returned to the buyer’s solicitors.
• Produce Certificates of Consent/Compliance where necessary to satisfy Land Registry restrictions – Issue certificate to buyer’s solicitors to enable the buyer to be registered as the owner at Land Registry
• Register new owners and update in-house software (Qube) – Amend the system in favour of incoming leaseholder according to the transfer documents received.
• Create and issue welcome packs to incoming leaseholders.
• Respond to emails in an accurate and timely manner.
• Carry out Land Registry searches and obtain leases, title plans and office copies.
• Liaise with relevant departments regarding assignments and sales.

• Undertake any other reasonable duties as may be required from time to time.
• Ensure the information is returned within the strict timescales set and Service Level Agreement
• Check with all relevant departments and constraints of the lease to ensure the correct information is supplied.
• Determine the information we hold is current at the time of responding to enquiries or to pass on to other departments to assist them with queries.
• Issue invoice requests to the company accountant to produce an invoice for work carried out.
• Update a work tracker detailing enquiries received and date responded to
• Ensure that the legal transfer is carried out as per the lease terms and the documents are signed by the correct signatory and returned to the buyer’s solicitors.
• Issue certificate to buyer’s solicitors to enable the buyer to be registered as the owner at Land Registry
• Amend the system in favour of incoming leaseholder according to the transfer documents received.
• Ensure emails are responded to within a suitable time frame.
• Obtain information in a timely manner to ensure we are providing accurate information.

YOUR BUILDING BLOCKS OF SUCCESS

• Excellent analytical skills, including advanced excel modelling skills
• Strong interpersonal skills
• Proactive and dynamic taking ownership of all of core duties
• Strong written communication skills
• Accuracy and attention to detail
• Ability to gather, assimilate, analyse and effectively summarise information and give briefings/prepare briefing notes as necessary
• Experience in the formatting of documents
• Innovative and pro-active
• Ability to handle multiple tasks
• Competent in using, Word, Outlook, and Excel
• Flexible and cooperative at all times, working as a member of a Team
• Understanding the importance of achieving deadlines and ensuring quality output
• Use initiative and take responsibility for providing solutions
• Ability to ensure confidentiality and security of all business, client and customer documentation/information
• Excellent telephone manner