ADMINISTRATIVE & RENTAL EXECUTIVE

Vacancy

DUTIES AND RESPONSIBILITIES

Rental management:
– implementation of procedures and software
– owner’s and tenant’s file creation and data management
– preparation of rental contracts and all related documentation, incl. tax reports
– relationship with owners and tenants, processing of their requests, incl. negotiation of contracts
– relationship with contractors in charge of executing the works
– monitoring of incoming payments and processing of outgoing payments
– handling of rental debtors
– processing of check-ins, check-outs
– regularisations of security deposits, tenant’s charges, etc.
– daily operation reports

Admin & Accounting
– preparation of outgoing invoices & monitoring of payment receipts & chase for payments
– record incoming invoices for the accounting
– check and arrange for payment of external suppliers, incl. design projects
– check and arrange for payment of individual expenses claims
– reconcile bank accounts for credit of payments due/debits of payments made
– prepare P&L report to director and liaise with accountant

Legal monitoring
– audit of mandates issued and backlog
– ensure company legal files are up-to-date and update when necessary
– ensure accreditation cards for agents are valid and ask for renewals as necessary
– ensure contracts and other customer-facing documents are compliant with regulatory framework and update when necessary (support tools available)
– supervision of internal files/gathering of documentation in case of legal and tax affairs
– ensure data management is compliant to GDPR regulation
– legal watch & information to director

HR administration
– ensure that extensive process and training documentation is up-to-date, initiate modifications if necessary
– provide training on general aspects/tools/software for new arrivals
– prepare employee/ Agent’Co contracts and make sure all supporting documents are on file
– prepare and share data for issuance of monthly payroll
– updating the staff register; arranging compulsory medical visits
– office management

Assistance to Director in personal matters
– payments/bank
– home insurance and mutuelle

TARGETS & OBJECTIVES:

– Provide administrative support and input to Director in all business operations
– Ensure smooth handling of daily business operations and rental management
– Ensure all documentation and procedures are compliant with the legal requirements
– Meet individual targets and objectives as defined by Director

PROFILE REQUIREMENTS:

– Bilingual English/French
– Knowledge of accounting, legal and tax background
– Minimum 5 years of experience in an administrate position
– Reliable, organised, proactive, paying attention to details
– Excellent presentation and communication skills
– Discretion and understanding of confidentiality issues
– Good knowledge of the residential real estate sector in France, experience in Real Estate company
– With great capacity to adapt in fast moving environment & well-developed sense for priorities
-Knowledge of, or the ability to rapidly learn about, the real estate transaction process in France, from the point of view of the agent, the owner and the tenant, but also the buyer and the seller

DISCLAIMER:

The preceeding description is not designed to be a complete list of all duties and responsibilities, which might develop over time.