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