Coordinator, Property Management, Netherlands

The Role

This position will provide administrative support to the Amsterdam-based Property Management team looking after Mapletree’s Western European real estate portfolio. The portfolio contains logistics and commercial properties currently spanning across The Netherlands, Germany, Italy, France and Spain. You will be working in a dynamic internal environment with potential opportunities for growth and development.

Job Responsibilities

•    Assist the team in decision making processes for all CAPEX and OPEX works,
o    Gather information from our Outsourced Service Providers (OSP),
o    Initiate and manage the approval workflow process, including support in writing/compiling approval papers,
o    Ensure accurate budget and expense tracking.
•    Active role in portfolio documentation organization and reporting,
o    Ensure folder structures are up-to-date and efficiently organized,
o    Manage and ensure accurate portfolio data reporting.
•    Active role in procurement process for CAPEX and OPEX works,
o    Assist in preparing tender documentation and necessary approvals,
o    Assist in formalization of contract documentation,
o    Manage invoice payment and expense tracking.
•    Co-ordinate diaries to ensure that building inspections are carried out on time and support with follow-up actions and document retention.
•    Review monthly OSP reports, arrange meetings and minute action points.
•    Support with team meeting co-ordination.
•    Create purchase requisitions and goods-received notes for all term contracts and otherwise, as required.
•    Liaise with external consultants (such as Property/Facilities Management Outsourced Service Providers, lettings agents, planning consultants, business rates consultants and solicitors) on information requests, meeting follow-up actions etc.
•    Build and maintain strong internal and external relationships.
•    Support and contribute to a positive team spirit and dynamic.

Job Requirements

• Ideally two (2) years' experience in a similar administrative role in Property Management or real estate business
• Excellent command of both spoken and written English and ideally another European language
• Excellent organisational skills, a solution-oriented approach and an ability to maintain calm under pressure.
• High attention to detail, numerate and with strong analytical skills.
• High level of proficiency in MS Outlook, Word, PowerPoint, Excel, Teams and Sharepoint