Assistant Property Department

hace 2 semanas

Madrid, España Primark España A tiempo completo

JOB ID: 123946BR
- Madrid - Gran Via, Madrid, España
- Empleado fijo - Indefinido

**Role: Assistant Property Department**

**Purpose of Role**:To assist in maximizing the effectiveness of the Primark Property Team by efficiently planning, organizing and implementing the administrative and law related tasks they are involved with**.**
**Reports to**:Property Executive
- **Based in**:Madrid Regional Office
- Full time, permanent
- **Key Responsibilities**:
**Provide admin assistance to the property department.**
- Manhattan database. Review, correct and update Property database including all historical contracts for Iberia. Report ongoing changes to Data Manager to ensure an up to date database.
- To efficiently and effectively make appointments and coordinate dates, times and locations for meetings, telephone conversations and conference calls with individuals inside and outside the business.
- To prepare Power Point presentations for London and Dublin Head Office.
- To arrange travel itineraries that meet business needs.
- To prepare Executive's expenses reports.
- To effectively filter all paper mail for the Property Team ensuring that correspondence is dealt with in a manner suitable its criticality and the Property Team agenda/instructions.
- Effectively deal with all invoices / claims correspondence ensuring that the Accounts Department, Legal Department and Dublin Head Office receive correct copies. Follow up with London and Dublin payments are made in time.
- Calculate potential rent discounts savings. Work closely with Dublin Finance Department to ensure correct credit notes and invoices are received and processed.
- Issue Property Briefing Notes to present new business opportunities to Company Directors and Board Presentations as required to agreed formats and correct distribution lists.
- Set up new suppliers. Liaise with developers to gather all the required documentation for Dublin.
- Manage the signing of CAPEX approvals ensuring the required paperwork is sent to Dublin Head Office.
- To effectively filter calls and requests for Property Team time to enable maximum efficiently of Surveyors time.
- Maintain an accurate filing and archiving procedure. Circulate electronic copies, ensure hard drive is up to date and hard copies are sent to London Head Office.
- Translation and summarization of documents and correspondence to be sent on to UK or Ireland.

**Collaborate with the Property Executive in order to**:

- Co-ordination and prioritisation of lease control deadlines, break options, discount deadlines.
- Follow up on lease occupational costs e.g. rent to sales ratios.
- Assist in legal queries coordinated with internal and external solicitors.
- Answer queries from stores about legal matters.
- Follow up on retro planning reports projects.
- Assist in Board materials gathering all required information by London and Dublin.
- Follow up on signing and completion of rent agreement to co-ordinate signing of all parties.
- Support, prepare and update property reports. Briefing Notes, KPI reports, Pipeline reports.
- Arrange store inspections, liaising with the Dublin Head Office and external inspectors to facilitate a smooth process.
- Assist in other queries by internal departments e.g. press media, audits, finance.
- Support any other duties of an associated/similar nature.

**Skills/Knowledge/Experience**
- Experience related
- Experience in administrative tasks
- Property knowledge desirable
- Microsoft office tools, excel, word, outlook and power point.
- High level of English (written & spoken)

**Fecha fin de publicación interna: 22/03/2024**
**“Compromiso con la igualdad de oportunidades”

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