The Position
Working alongside the wider property management department, a Property Administrator ensures administrative support is provided, coordinates the Purchase Order system, and assists with managing team diaries and meetings.
Please note that this is a full-time, office-based role. Standard working hours are Monday to Thursday, 9:00am to 5:30pm, and Friday, 9:00am to 5:00pm
Duties include but not limited to:
* Provide administrative support to Property Managers and the wider office team, ensuring the office functions effectively.
* Maintain and update the purchase order system to ensure all expenditure is supported by a works order.
* Carry out general administrative duties including answering telephone calls, responding to resident’s service charge queries, maintenance/repairs queries, document requests and other property management subject such as insurance, health and safety, fire safety etc.
* Responding to contractor’s queries, providing scope of works, obtaining quotations, requesting breakdown of invoices, raising performance concerns and requesting service reports.
* Responding to and compiling emails, and drafting letters as required.
* Coordinate site visits and arrange access for contractors, inspectors and consultants.
* Update document control systems (Bluebox, Building Link, etc.) with change of resident contact details as needed.
* Act as first point of contact for customer service queries and complaints.
* Arrange and facilitate meetings, including taking meeting minutes when required.
* Manage diaries and meeting schedules for the property management team.
* Principle liaison with loss adjusters following any insurance claims, recording and maintaining a schedule of open claims and see them through to settlement.
* Update Quooda (compliance software), Building Link (resident portal), GEM Master Tracker and other databases.
* Assist with arranging HIU (Heat Interface Unit), FSU (Fire Suppression Unit), FCU (Fan Coil Unit) servicing with service provides such as CEP (Communal Energy Partners).
* Regularly review outstanding quotations list provided by M&E contractor.
* Update and maintain ADIUVO (out of hours service provider) spreadsheet with correct contractor and PM team information.
* Manage the shared email inbox for the property management team and categorise emails for the action of other members of the team.
The Person
The Property Administrator will be a proactive and highly organised individual with proven experience in a busy administrative role within the real estate sector or a related field. They will be confident in supporting multiple colleagues, managing competing priorities, and maintaining a professional and approachable manner. Strong attention to detail, excellent communication skills, and a willingness to learn and grow within the property management function are essential. They will also meet the below criteria:
Essential:
* Previous experience providing administrative support to multiple colleagues in a fast-paced, dynamic environment.
* Background in the real estate sector, which could include property management, facilities, construction, maintenance or similar.
* Excellent communication skills across face-to-face, telephone, and email interactions, with a professional approach.
* Proficient in basic Microsoft packages including Word, Excel and Outlook with the ability to learn new systems as needed.
* Exceptional administration skills, with strong attention to detail and accuracy.
* Excellent organisation, prioritisation, and time management abilities.
Desirable:
* Working towards a TPI qualification.
* Familiarity with new build residential and mixed-use developments.
The Benefits
As a family-owned business, we want everyone to feel at home from day one. In return for commitment, loyalty, and hard work, we offer benefits ranging from:
* Competitive salary
* 24 days holiday plus bank holidays
* Life assurance
* Private health care
* Critical illness insurance
* Matching contribution pension scheme
* Discretionary salary and bonus review
* Employee assistance programme
* Discounted gym memberships
* Cycle to work Scheme
* Discount portal
* Volunteering opportunities
* Sponsorship of professional qualifications and accreditation's