EA Coordinator – Property & Executive Office
The Executive Office team supports the Principal across all professional and personal affairs. The Property Portfolio team provides day-to-day oversight of a large privately owned international residential property portfolio, working closely with Estate, Household, Executive Assistant and Finance teams.
We are seeking an Administrative Coordinator for a growing London office to support the Property Director and ensure the smooth operation and high standards of the residential portfolio.
Key Responsibilities
Residential Portfolio Oversight
* Support the Property Director with the day-to-day management of the residential property portfolio to the highest standards
* Prepare properties for family and guests, often at short notice, coordinating with household staff, the Executive Office and external contractors to deliver a seamless experience
Administrative Support
* Process orders, check deliveries and manage refunds where required
* Coordinate and schedule reactive and planned maintenance appointments
* Follow up on unresolved issues to ensure prompt resolution
* Check and sign off completed works
* Process payments and maintain accurate financial and property records
* Maintain well-organised filing systems and ensure records are up to date
* Oversee utilities accounts and manage suppliers to secure competitive rates and cost efficiency
Project Coordination & Reporting
* Prepare reports using established formats
* Assist with budgeting and tracking of property-related expenses
* Research, vet and manage suppliers and contractors to ensure work is delivered on time, within budget and to the highest standards
* Support ad-hoc projects as required
Reporting, Analysis & Process Improvement
* Work closely with the Property Director to collate regular updates and reports for the Principal
* Contribute to improving operational procedures to enhance efficiency and quality
* Monitor personal workload and performance, participating in regular reviews with the Property Director
Candidate Profile
The successful candidate will demonstrate:
* Some knowledge of the property sector or experience within a family office / high-net-worth environment (preferred but not essential)
* A professional, personable and credible manner with strong personal presentation
* Strong academic background
* Proactive, detail-oriented approach with excellent organisational and time-management skills
* Ability to manage multiple tasks and projects simultaneously in a fast-paced environment
* Clear and confident communication skills and the ability to collaborate effectively across teams
* Comfort working autonomously with discretion and sound judgement when handling sensitive and confidential matters