Workman LLP

Assistant

• Assist an experienced team operate a full range of building surveying instructions on a variety of commercial properties.
• Work is typically split about 50:50 between professional and contract work, primarily involving existing buildings.
• Follow instructions and perform as a designer, contract administrator, project manager, or a hybrid role.
• Collaborate with multi-discipline teams for instructions typically ranging from £2.5million to £20million.
• Duties include Schedule of Dilapidations, pre-acquisition surveys, party wall awards, defect diagnosis, planned preventative maintenance reports, reinstatement cost assessments, retail delivery, and schedule of conditions.

Assistant Building Surveyor – Early Careers

Surveyor

• Responsible for managing the daily operations of a diverse property portfolio consisting of mixed used properties.
• Your key objective is to maximize the value of the landlord’s investment through proactive property management strategies, ensuring legal compliance and maintaining high tenant satisfaction.
• The role will require regular and direct communication with Clients and the supervision of a graduate and on-site staff such as Building Managers and Facility Managers.
• To oversee and manage the Landlord and Tenant relationship.
• Prepare formal and detailed Client reports on the property management service.
• Ensure all rents and service charges are accurately raised and collected.
• You will prepare and oversee the service charge expenditure while ensuring tenants comply with all lease obligations.
• To progress tenant applications for Landlords consents to carry out alterations, sublet or to assign their lease.
• Working with FM team to ensure all properties are fully compliant with legislation.
• Assisting clients with due diligence in the acquisition and disposal of properties.
• Undertake regular inspections of properties to ensure tenant compliance with lease obligations in relation to use and maintenance.
• Reading of leases and maintaining accurate data in the property management system.
• Support and assist on-site management staff and the Regional Facilities Team.
• Any other property management duties as reasonably asked for by the Client.

Senior Surveyor

Administration

• Responsible for the monthly processing of rates installments for a diverse property portfolio.
• Regular communication and correspondence with property managers and councils.
• Work closely with the rates payable team and Property Management teams.
• Shared inbox management.
• Preparing monthly installment payments.
• Speaking directly to councils to discuss individual cases.
• Understanding business rates, council tax, and BID Levy's.
• Dealing with internal and external queries.
• CHAPS payments.

Rates Administrator

• Updating control spreadsheets.
• Raising of periodic and adhoc charges.
• Receipting of income received into the bank.
• Bank reconciliations.
• Preparing and transferring the rental income to the client.
• Assist with month-end and year-end procedures.
• Support budget tracking and variance analysis where required.
• Any other duties that will ensure the smooth running of the accounting department.

Account Administrator

• A varied and responsible position providing administrative support to the Client Partner and property management team.
• Support the Client Partner and property management team to coordinate the Clients portfolio including reporting, data management, KPI attainments and overseeing one off projects.
• Building and maintaining close professional relationships with Clients, Occupiers and the PM teams.
• Multi-tasking and working towards tight deadlines.
• Regularly dealing with a range of enquiries quickly and efficiently.
• Attention to detail in maintaining databases, approving contractor invoices and preparing quarterly reports to send to clients.
• Coordinate and collate updates for monthly/quarterly reporting, including chasing PM teams, preparing and checking output as well as ensuring reports are delivered on time.
• Ensuring the PM teams update trackers at the required intervals and escalating to the Client Partner where appropriate.
• Submitting trackers and reports by the deadlines set. Reviewing and suggesting more efficient ways of working or simplified processes.
• Support the PM team to develop and implement emergency response plans.
• Act as the point of contact for data queries, coordinating the response from the various PM teams. Carrying out regular data integrity checks and updating the property management systems.
• Support the PM team on the completion of service charge budgets and reconciliations.
• Review and update Health and Safety Reports with measures provided by the PM team to reduce risk.
• Provide support with sustainable property management, to include the collection, management and analysis of utility data.

Property Administrator

Accountant

• Management of client relationships
• Delivery of all reporting and recording of accounting transactions
• Communication with accounts team, property managers, tenants, and clients
• Preparation and review of monthly and quarterly client reports
• Ensure all client KPI’s have been met
• Reviewing Assistant Client Accountant and Accounts Administrator work
• Training of Assistant Client Accountants and Accounts Administrators
• Cash management of client funds
• Management of lease information
• Client and Tenant query resolution

Client Accountant

Payroll

• Manage and oversee the end-to-end payroll operations for over 1000 employees across two entities.
• Lead and manage the monthly payroll process for all employees.
• Review and validate payroll data, including salaries, bonuses, overtime, allowances, and deductions.
• Ensure appropriate payroll controls and approvals are in place.
• Reconcile payroll accounts, benefits, tax deductions, and pension contributions.
• Investigate and resolve payroll discrepancies and employee queries.
• Coordinate with Finance regarding payroll journals and month-end reporting.
• Ensure compliance with employment laws, tax regulations, pension requirements, and statutory deductions.
• Maintain employee payroll records in accordance with data protection regulations.
• Coach and support the Payroll and Benefits Administrator, including prioritising workload and reviewing output across expenses and benefits administration.
• Oversee the Payroll and Benefits Admin’s expense claim checks, ensuring compliance with internal policy criteria.
• Lead payroll-related projects and initiatives, including system upgrades, process improvements and new payroll software implementation.
• Monitor relevant shared inboxes and ensure queries are resolved promptly.

Payroll Lead

Manager

• Responsibility for the provision of facility and property management services to the designated properties in accordance with Specifications and KPI’s
• Responsibility over contractor management and H&S compliance for the allocated portfolio
• Establish positive working relationships with occupiers, prepare and jointly with the PM team host occupier meetings. Assist with operational management of occupier fit out works
• Develop and review at appropriate intervals suitable management procedures for individual buildings to include but not limited to Occupiers Handbook, Contractor Rule etc.
• Attend Client Meetings as required
• Assist in the preparation and management of Service Charge budgets for all multi-let properties on the portfolio, monitor expenditure and annual reconciliations based on RICS and client agreed timelines
• Carry out regular property inspections of the common and tenants’ areas and instruct any remedial works as required. Ensure property inspection reports are loaded onto relevant H&S systems within 5 working days from completion.
• Assist with management of onsite staff including building managers, site receptionists and security guards- where applicable.
• Manage Health and Safety compliance by all suppliers, ensure permits and permissions of works are raised to cover any contract and ad-hoc works
• Manage and monitor Health and Safety systems e.g. QUOODA and Vantify and ensure performance statistics are maintained at the required level- expected above 90% on document management and 100% on site inspection reports
• Authorise supplier invoices in accordance with delegated authority levels
• Review contracts on a regular basis to ensure value for money, prepare specifications and tender contracts with assistance from relevant consultants where applicable. Ensure contracts are available either on Dwellant system (where applicable) or copies saved on companies filing system
• Ensure Procurement is carried out in accordance with company policies and procedures and in line with procurement team’s strategy and guidance
• Be available to assist with emergency calls out of hours e.g. liaising with suppliers to ensure urgent attendance
• Regular liaison with the Property Management team and attendance at briefings and client meetings
• Be the “Workman Welcome” person for the Glasgow office, keeping up to date with the services that this delivers and seek opportunities to deliver the service in applicable properties.

Regional Facilities Manager

• Lead and manage the full bid and tender process from qualification through to submission and presentation
• Improve the quality, consistency and commercial impact of bids, proposals and presentations across the firm
• Coordinate and support fee-earners in their BD interactions with clients and prospects – introductory meetings, credentials presentations, pitches and interview preparation ensuring all supporting material is client-centred, commercially compelling and on-brand
• Manage and develop bid content libraries and knowledge management systems, including Loopio (the firm’s bid management platform)
• Help introduce greater process and rigour around the conversion of BD opportunities
• Develop and refine templates, collateral and presentation materials
• Coordinate lessons learned and post-submission reviews to continuously improve win rates
• Identify opportunities to streamline processes and improve the overall effectiveness of business development activity across the firm

Bids Proposals Manager

• Preparation and review of monthly and quarterly client reports, including VAT & IPD reporting.
• Ensure all client KPI’s have been met, and client/company procedures are followed.
• Reviewing Assistant Client Accountant and Accounts Administrator work.
• Training of Assistant Client Accountants and Accounts Administrators.
• Cash management of client funds ensuring money is transferred in line with client requirements.
• Management of lease information.
• Client and Tenant query resolution.
• Any other duties that will ensure the smooth running of the accounting department.
• Leading the Assistant Client Accountant & Accounts Administrators within the team, ensuring that all tasks are completed on time, and to internal and client KPIs to ensure a best in class service.

• Preparation of monthly and quarterly client reports, including VAT & IPD reporting
• Cash management of client funds ensuring money is transferred in line with client requirements
• Carry out bank reconciliations and monitor account balances
• Managements of lease information
• Respond to and resolve client, tenant and internal finance queries
• Preparing and transferring the rental income to the client
• Updating control spreadsheets
• Assist with budgeting activities when required, and look at variances if required to assist the Service Charge Accounting team
• Ensure adherence to regulatory and internal accounting standards
• Management of central inboxes
• Any other duties that will ensure the smooth running of the accounting department

Assistant Client Accountant

• Manage the end-to-end accounting for a portfolio of commercial properties
• Prepare and review monthly, quarterly, and annual financial reports
• Have oversight of the service charge budgets and answer any queries made by the Service Charge Accounting team
• Monitor and manage cash flow, arrears, and client bank accounts
• Review and approve transactions, postings, and reconciliations completed by junior team members
• Act as a key point of contact for clients, auditors, and property managers
• Ensure compliance with RICS guidelines, accounting standards, and internal controls
• Support and mentor Assistant Client Accountants
• Identify opportunities to improve processes, controls, and reporting quality
• This role will involve leading the Assistant Client Accountant & Accounts Administrators within the team, ensuring that all tasks are completed on time, and to internal and client KPIs to ensure a best in class service is delivered to all Workman clients