Job Description
Assistant Property Manager
Central London
Up to £45,000 per annum
Monday to Friday, 9:00am – 5:30pm
Role Overview:
This role supports the day-to-day management of a high-profile, mixed-use estate within a dynamic urban environment. As an Assistant Property Manager, you will act as a key point of contact for occupiers and service partners, helping to ensure the estate is welcoming, safe, compliant, and professionally managed.
You will work closely with the Property Manager to deliver excellent customer service, maintain strong stakeholder relationships, and support the smooth operation of property management activities. The role combines administrative rigour with hands-on engagement across compliance, ESG, finance, and occupier liaison.
Key Responsibilities:
Customer Service & Stakeholder Engagement:
* Act as a professional ambassador for the estate, demonstrating high standards of conduct and service at all times
* Build and maintain strong working relationships with occupiers, service partners, and internal teams
* Serve as a primary point of contact for property-related queries when the Property Manager is unavailable
* Support clear, consistent communication with occupiers regarding building matters and operational updates
Property Operations & Administration:
* Provide day-to-day support to the Property Manager across all aspects of property management
* Ensure property records, systems, and databases are accurately maintained and kept up to date
* Take meeting minutes, track actions, and ensure follow-ups are completed within agreed timescales
* Ensure occupier handbooks, processes, and procedures are current and adhered to
Compliance & Risk Management:
* Maintain compliance documentation and monitor statutory inspections and audits
* Schedule inspections and ensure follow-up actions are completed within required timeframes
* Monitor compliance and service performance systems to ensure standards are met
* Support contractor management, including escorting contractors, auditors, and insurers as required
* Monitor permits to work, ensuring permits are approved, closed, or rejected appropriately
Financial & Commercial Support:
* Assist with service charge administration, including purchase order creation, invoice processing, and budget tracking
* Support regular reviews of service charge expenditure and cost control
* Develop an understanding of service charge budgeting and financial reporting
Sustainability & ESG:
* Support the delivery of environmental, social, and governance (ESG) initiatives across the estate
* Promote sustainability objectives with occupiers and service partners
* Assist in embedding ESG principles into operational activities
Systems & Helpdesk Oversight:
* Monitor the helpdesk daily to ensure service requests are actioned and occupiers kept informed
* Track work progress and follow up on outstanding issues to ensure timely resolution
Team Support & Development:
* Assist with onboarding and induction of new team members
* Participate in training and professional development opportunities
* Work collaboratively within the wider estate management team
Skills, Knowledge & Experience:
Essential:
* Understanding of commercial property management principles
* Proven customer service experience in a property or facilities-related environment
* Strong administrative skills with high attention to detail
* Confident communicator with excellent interpersonal and written skills
* Proactive, positive attitude with a willingness to learn and develop
Desirable:
* Experience supporting contract or contractor management
* Knowledge of service charge processes and budgeting
* Familiarity with RICS guidance on service charges
* Experience with permits to work, occupier fit-outs, and landlord works
* Interest in sustainability and ESG initiatives
* Basic knowledge of building services, maintenance, and statutory compliance
* IOSH Managing Safely or NEBOSH General Certificate
Technical Skills:
* High proficiency in Microsoft Office 365 (Outlook, Teams, Excel, Word, SharePoint, OneDrive)
Personal Attributes:
* Professional and measured approach
* Strong work ethic with the ability to work independently and collaboratively
* Organised, adaptable, and solutions-focused
* Committed to delivering high standards of service