Property Administrative Assistant

3 weeks ago

Auckland City, New Zealand Downer Group Full time

**At Downer we Plan, Create and Sustain**

Downer is the leading provider of integrated services in Australia and New Zealand. Through trusted relationships and world leading insight we work closely with our customers to design, build and sustain assets, infrastructure and facilities.

We are searching for a Property Administrative Assistant to join the team in Auckland, on a full time permanent basis.

**About the role**

The purpose of the Property Administrator role is to work closely with the Group Property team to provide support services to underpin the provision of property leasing and facilities services to Downer businesses to ensure the ongoing cost effective and efficient delivery of property assets.

Key responsibilities include:

- Provide general support to the Property teams across the property leasing, project management and facilities management areas in the preparation of reports and data analysis, maintenance of property systems and databases, and property related templates and forms
- Work with team members and external suppliers to ensure suppliers are correctly set up in (JDE 9.1) to enable issuing of Purchase Orders and payment of invoices.
- Work with team members and Business Unit representatives to set up Business Units in JDE 9.1 to enable cost recovery.
- Work with the Property Coordinator and Finance Team to set up initial Rent and AP payments.
- Process invoices for payment (in JDE and Sharepoint) covering Supplier invoices, OPEX invoices from the landlord and rent invoices.
- Work with Senior Property Portfolio Manager and Lease Coordinator to query and identify all Landlord on
- charge OPEX invoices to reimburse incorrectly invoiced outgoings and repairs and maintenance for leasehold sites.
- Overseeing tenancy bond payment process, documentation and refund at end of lease.
- Undertake Accounts Payable reconciliations and record and report on outstanding invoices.
- Assist in the management of churn and the maintenance of floor plans.
- Prepare and process Document Processing Approvals
- Taking and maintaining of meeting minutes.
- Prepare National Supplier documents, coordinate documentation to set up facility services to new sites (Electricity, cleaning, fitout, NZPost account), capitalising assets, and reconciling and reviewing the electricity usage costs.
- Process all invoices for Group Property managed sites and ensure that invoices are receipted correctly for services delivered and paid in a timely manner.
- Work with Downer’s National Finance Team and other departments to implement and communicate any change in process impacting suppliers and landlords.

**What you’ll bring**
- Experience with JDEGS processing and facilities management for a corporation is not essential, but advantageous.
- High level of written, verbal, communication and presentation skills
- Ability to work to tight deadlines and prioritise conflicting tasks
- High level knowledge in the use of Microsoft Office Word, Excel, Power Point and Teams
- A high level of integrity and professionalism in all dealings
- Highly organised
- Excellent customer service skills
- Ability to work effectively in a team and autonomously as and when required
- Ability to build and maintain strong working relationships with all stakeholders, clients and service providers (internal and external)

**What’s in it for you**
- Supportive work environment
- Professional mentor and on the job training
- Personalised career growth
- Access to other Downer internal opportunities
- Suite of benefits including health and wellness initiatives
- Organisation that truly values flexible working options
- Opportunity to undertake traineeships and further career development

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