Commercial and Strategy Administrator

Job description / Role

The main responsibility of the administrator will be to assist in the development, document control of the policies and procedures of the TFP Department. The administrator will work closely with the Operational Excellence personnel to ensure as the TFP department we are compliant with their directives, policies, and procedures. This role will cover the responsibility of producing departmental reports and working with the individual projects and project teams as necessary. There will be an additional need for this role to support the Procurement Coordinator as and when necessary.

Tasks include crafting and managing policy and procedural documents with accuracy and accessibility, ensuring processes have necessary flow charts, process steps, RACI matrices where applicable. The Commercial and Strategy Administrator should diligently develop a stakeholder map, internally and externally, track policies and procedures, contact lists, contractual obligations such as timelines and compliance requirements. This role will ensure meticulous records for adherence to obligations and deadlines are maintained. Acting as central communication hub, facilitate clear and consistent interactions between internal teams and external stakeholders. Additionally, provide support in developing and executing strategic initiatives as well as compile and analyse department performance metrics, delivering reports and presentations for informed decision-making by senior management

Administration:
• Assist in the development and execution of departmental strategies ensuring alignment with the Operations Department strategy.
• Develop and track key performance indicators (KPIs) and metrics related to TFP activities, providing regular reports and analysis to senior management to evaluate the effectiveness of strategic initiatives and identify areas for improvement.
• Participate in regular performance reviews and evaluations of strategic initiatives, analysing outcomes against established goals and objectives to identify successes, challenges, and areas for refinement or adjustment.
• Tasks related to record keeping of hiring, training, supervising, and evaluating staff members.
• Responsible for creating and managing budgets, allocating resources, and ensuring that finances are handled appropriately
• Develop and enforce policies and procedures to ensure that the department operates efficiently and in compliance with relevant policies and standard operating procedures.
• Serve as a point of contact between different departments or levels of an organization, facilitating communication and collaboration to achieve organizational goals.
• Maintain records and generate reports to track progress towards goals, evaluate performance, and ensure accountability.

IT and Systems:
• Action requests such as Policy and Procedure updates, Organograms, Stakeholder Maps, Contact Lists, Project status updates, Departmental Overview.
• Collaborate with the wider operations teams to understand the systems being used for property, tenant and facilities management and fully understand how systems interface with data management and storage.
• Collaborate with the Operational Excellence function to ensure the TFP department is compliant.
• Ensure Document control and revision control standards are being followed.

Processes and Data Management
• Designing and documenting organizational processes, including defining workflows, roles and responsibilities, inputs and outputs, and process metrics.
• Continuously assessing existing processes to identify areas for improvement and implementing changes to enhance efficiency, quality, and effectiveness. This may involve conducting process audits, analysing performance data, and soliciting feedback from stakeholders.
• Ensuring that processes are standardized across the organization and comply with relevant regulations, industry standards, and best practices. This includes monitoring adherence to process guidelines and implementing controls to mitigate risks.
• Providing training and support to employees involved in executing or managing processes to ensure they have the necessary skills and knowledge to perform their roles effectively. This may include developing training programs, conducting workshops, and providing coaching and mentoring.
• Managing the change process associated with implementing new processes or process improvements, including communicating changes to stakeholders, addressing resistance to change, and ensuring smooth transition and adoption.

Health, Safety and Environment
• Comply with Osool's code of conduct (as set out within the employee handbook) and all relevant business processes, procedures, and work instructions to operate with the appropriate safety, quality, and governance standards.
• Exercise a duty of care for your health, safety, welfare, and take all reasonable steps to prevent harm or injury to others by assessing risks and hazards, implementing safety measures, and taking appropriate action when necessary.
• Promote a positive HSQE and information security culture among peers, service providers and all other parties interacting with the Osool brand.

People and Office Management
• Lead by example by delivering exemplary customer service to internal and external stakeholders.
• Act as the first point of contact with regards to delays to work and accordingly communicate the information to the line and section managers.
• Engage with internal and external stakeholders to gather input, feedback, and requirements for strategic planning purposes, ensuring alignment with organizational goals and objectives.
• Keep all TFP stakeholders informed of decisions affecting their areas of operation and to ensure a uniform application of policies and delivery of agreed service standards.

Requirements

• Minimum bachelor’s degree or higher-level diploma in Business Administration
• Minimum 3 years' experience in a Property/Project/Facilities Management operation as a Administrator.
• Familiar with Policy and Procedure development and implementation, review and control is an added advantage.

Skills
• Communication
• Organisational
• Time management
• Teamwork
• Framework Agreement Management
• Contract Management
• Reporting and Data Management

Language
• Fluent in verbal and written English.

About the Company

Chestertons is a global real estate services firm with more than 46 offices in 16 countries, operating across the UK, Europe, Asia Pacific, Caribbean, Middle East and North Africa.

We provide expert advice on the purchase, sale and leasing of all types of commercial and residential real estate, including management of property portfolios, valuations and appraisals, as well as capital market advice to help clients to develop viable strategic opportunities from their real estate portfolios.

Are you interested in becoming a new member of the Chestertons Global Network? Join our Global Network and use our brand and expertise to grow your business globally.