Job description

About Interserve
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Key Points

  • Vacancy Title:
    Property Search Assistant, Brussels
  • Vacancy Reference:
    5200
  • Contract:
    Central Government: FCO
  • Security Clearance:
    Local Security Clearance - Overseas
  • Location:
    Brussels
  • Position Type:
    Full Time
  • Contracted Hours:
    37.5
  • Contract Type:
    Salaried - Permanent

About Interserve

Interserve Group Limited is one of the world’s foremost support services and construction companies. Everything we do is shaped by our core values. We are a leader in innovative and sustainable outcomes for our clients and a great place to work for our people. We offer advice, design, construction, equipment, facilities management and frontline public services. We are headquartered in the UK and have consolidated revenues of £2.9bn and a workforce of circa 60,500 people worldwide.

The Role

Group Company:
  • Support Services

Interserve is one of the world’s foremost support services and construction companies. Everything we do is shaped by our core values. We are a leader in innovative and sustainable outcomes for our clients and a great place to work for our people. We offer advice, design, construction, equipment, facilities management and frontline public services. Headquartered in the UK, we have gross revenues of £3.3 billion and a workforce of 68,000 people worldwide.

Job Purpose

Responsible for the management of the residential property services within post.  Role includes - furnishing properties, ensuring statutory compliance, the management of Pyramid and assisting the Estates Team in the effective management of the customer move in and move out programme.

Planning, organising and delivery a demanding and intensive move in and move out programme as per client’ and customers’ requirements and demands in compliance to Interserve contractual obligations.

Providing exceptional customer, client services and effectively communicating at all levels, managing expectation whilst adhering to contractual specifications. 

Responsibilities

  • Plan, coordinate, schedule and organise the workload and outputs of the MIMO programme to ensure a professional delivery of customers’ and clients’ supply and demand in accordance to contractual obligations and FCO standards, processes and policies.
  • Build trusted, reliable and credible relationships with landlords and estate agents and the like to satisfy and deliver upon supply and demand.
  • Monitor, control and report on all residential property related works to ensure strict adherence to contractual KPIs and SLAs.
  • Pro-actively implement, monitor and control safe-systems of work ensuring full adherence to Health, Safety and Environmental legislation, local, client, customer and company Policy and Procedure.
  • Attend contractual and ad-hoc meetings as and when required.
  • Produce any necessary reports as requested by FCO clients’.
  • Ensure full adherence to FCO and contractual standards at all times ensuring all properties remain compliant to FCO standard.
  • Lead, manage and organise the your property portfolio ensuring complete alignment and adherence to FCO MIMOs property search, vetting, validation and property approval Processes, Policies and Systems.
  • Implement control measures to ensure the suppliers / subcontractors remain in complete compliance to all client, customer and company policy and procedure at all times, namely
  • Liaising and collaborating with Brussels Estate Agents to identify suitable properties.
  • Maintain and update the property search tracker.
  • Plan, arrange and carry out property searches, viewings and ensure that the property is fully compliant to FCO Standard and Fire Regulations.
  • Liaise with FCO Department as necessary.
  • Identify and short list x3 properties then arrange and schedule property visits with the FCO Security Manager.
  • Obtain cost of Health & Safety and Security required works, and cost up appropriately.
  • Liaise with arriving Officer contacting by phone and email to understand their requirements and providing weekly updates.
  • Plan, facilitate and then accompany the FCO officer to the x3 short listed property viewings.
  • On receipt of FCO Officers choice and written acceptance, notify FCO for approval.
  • Create and maintain individual files for each property, to include all required property documentation.
  • Confirm to the Estate Agent, negotiating and signature of the lease contract and ensure receipt of related compliance documents provided by the landlord
  • Once the lease contract has been signed, liaise with the expert and organise a property conditional survey ensuring the Landlord provide the make/model of all electrical equipment as well as specialist maintenance e.g. parquet flooring
  • Request utilities documentation, signed by the Landlord, scan to the Office Administrator.
  • Complete Interserve property checklists and input all property details such as lease, Officer Status, rent, onto Pyramid system.
  • Organise a temporary serviced flat if required, managing procurement in accordance to process.
  • Ensure strict adherence to selected and approved property preparation process, policy and requirements.
  • Ensure strict adherence to MIMO (March in, March out) process and policy.
  • Ensure strict adherence to property given up (property surrender) process and policy.
  • Ensure the management, monitoring and control of all reactive works orders in complete adherence to contractual obligations, policy and procedure and in accordance to contractual SLAs and KPIs.

Knowledge Skills & Experience

  • Articulate, professional with excellent customer services skills
  • Be prepared to attend all relevant training sessions and meetings.
  • Excellent interpersonal skills and a bright, friendly demeanour essential.
  • Excellent communication skills, written and oral
  • Demonstrated ability to communicate effectively at all levels, including internal and external customers, co-workers, suppliers, partners and subcontractors.
  • Ability to maintain very high levels of confidentiality critical.
  • Proven ability to prioritise work, working within tight deadlines, and multi-tasking, namely planning, organising and monitoring several activities at the same time.
  • Good decision making and problem solving abilities is essential.
  • The role requires high levels of reliability, dependability, honesty and integrity.
  • A flexible approach to working hours is essential due to the operational needs of the contract.
  • Articulate and organised to ensure, business documentation is maintained, and kept in line with company policies and procedures and contractual obligations and requirements.
  • Attention to detail and strives for operational excellence.
  • Must have a sound understanding of quality management systems, information management systems and databases
  • IT literate with an advanced level of Microsoft Office applications.
  • Capable of working under pressure with minimum supervision.
  • Logical, self-starter able to work with minimal supervision.
  • Written/spoken English and French are essential, Dutch would be an advantage.
  • Extensive previous experience in property searches in Estate Agencies

Person

  • Always polite and helpful to our customers and colleagues.
  • Considerate with colleagues, approachable and quick to praise others.
  • Anticipating needs and thinking ahead.
  • Reacting quickly, solving problems fast.
  • Keeping promises, committing to excellence.
  • Understanding that if I fail, we fail.
  • Interested in finding better ways of doing things.
  • Innovative in the solutions we create.

 

Our Values

At Interserve, we support people and organisations to manage change – helping to create improved and better environments in places where people live and work.

Our direction and behaviours are underpinned by a set of core values:

Everyone has a voice

Everyone has a voice, so we listen and encourage openness. We value all views and opinions, we welcome discussion and we treat people as we, ourselves, would want to be treated - with respect and patience.

Take pride in what you do

Whatever the task in hand, everybody can and should take pride in a job well done - a job undertaken with care and done to the best of our abilities.

Bring better to life

We are all about believing we can do better. Asking questions, thinking differently, seeking solutions and creating ideas to support our customers and adding value.

Do the right thing

Doing the right thing means not accepting 'that will do', and not walking by when you could make a positive difference. The right thing also means the safe thing and the sustainable thing.

Benefits

Pension 3-8% matched contribution

Competitive annual leave entitlement

MyInterserve - Company discount scheme offering discounts at high street retailers

Office Location

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Location
FCO Brussels
UKREP Office Brussels, Avenue d' Auderghem 10, Brussels, Belgium
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