Administrator

About Columbia Threadneedle Investments

You'll find the promise we make to our clients is the same one we make to our employees: Your success is our priority.

Here, you'll find growth and career opportunities across all our businesses. We're intentionally built to help you succeed. Our reach is expansive with a global team of 2,000 people working together. Our expertise is diverse with more than 450 investment professionals sharing global perspectives across all major asset classes and markets. Our clients have access to a broad array of investment strategies and we have the capability to build tailored solutions matched to clients' specific requirements.

Columbia Threadneedle is a people business and we recognise that our success is due to our talented and dedicated people, who bring diversity of thought, complementary skills and capabilities. We are committed to providing an inclusive work environment that supports the diversity of our employees and reflects our broader communities and client-base. We encourage applications from returners to the industry.

We appreciate that work-life balance is an important factor for many when considering their next move so please discuss any flexible working requirements directly with your recruiter.

Job Purpose Statement

To ensure the efficient and effective operation of the management office based at St Christopher's Place, implementing and maintaining a high level of administrative best practice.

To develop a detailed knowledge of the 3 assets under management - St Christopher's Place, Piazza Wimbledon and 16 Conduit Street.

Manage all administration needs, reflecting the complex mixed-use nature of the assets that includes retail, restaurant, office and residential occupiers.

To have a full understanding of the nature of the business of BMO REP / CTI and the importance of delivering a first class experience for all internal and external customers, tenants and other stakeholders.

Role Responsibilities

Estate occupiers
• To update and maintain contacts database of all occupiers, head offices and emergency key holder and callout details for all sites
• To create and circulate occupier newsletter on a monthly basis (paper/email) containing relevant, interesting and useful information, data requests, news stories and offers
• To work with relevant colleagues / external agencies to create and deliver bespoke "welcome pack" to new short, medium and long term occupiers
• To create and maintain operational hours database showing retail, food & beverage and office core and seasonal trading or working times
• To update and maintain day to day door key management controls including new key and fob/access card processes
• Manage utilities supply information including necessary administration and consumption statistics
• To ensure all door entry and common parts signage is up to date with current tenant details
• Create and manage specific building mail / parcel processes
• Support the consumer marketing strategy and liaise with the external consultants

Management offices
• To manage day-to-day communications in a timely manner including incoming phone calls, message taking and distribution, ad-hoc visitors and mail. Manage the invoice process
• To create and maintain a team diary to include annual calendar events, holidays, offsite meetings, learning & development and community engagement days. Monitor and manage asset generic email addresses
• To be the first point of contact for general ICT matters including office phone systems, printers and copiers and associated consumables
• To manage and account for spend against office supplies recoverable budgets and petty cash; to ensure adequate level of supply is maintained
• To create and manage robust filing, archiving, storage and general document management processes to include both paper and electronic with appropriate back up
• To represent and elevate our ESG credentials

General estate support
• To adopt best practice and implement efficiencies as appropriate drawn from our wider UK portfolio and any corporate office locations
• Actively support events and activities as part of estate management team including occasional community day and external event participation
• To represent our business in a positive and professional manner to all occupiers internal & external customers and other stakeholders
• To operate at all times in accordance with corporate behavioural values

Key Capabilities

To be successful in this role you will have....
• Core hours are normal office shift patterns Monday - Friday with occasional flexibility required
• Good communication skills, ICT literacy, ability to work under pressure and in an ever changing environment are important
• Experience in a customer focussed, highly operational and multi-function business ideally required