An established and growing Build-to-Rent property operator is seeking an experienced Administration Manager to oversee and coordinate core administrative and operational processes across its residential portfolio and head office.
This is a pivotal role combining business administration, financial coordination, HR onboarding, utilities oversight, compliance management, and team leadership. You will act as a central point of coordination across departments, ensuring the smooth day-to-day running of the business while supporting continuous improvement and governance.
The Role
Business Operations & Office Management
* Oversee daily administrative functions to ensure efficient operations across the business.
* Maintain central records for contracts, licences, supplier documentation, and company policies.
* Monitor and manage building and HMO licences, ensuring renewals are actioned promptly.
* Coordinate meeting administration (agendas, minutes, action tracking).
* Manage office logistics and IT/system access requirements.
* Line manage junior administrative team members, providing direction, workload planning, and development support.
Financial Administration & Cost Control
* Monitor and action internal cross-charges between departments and developments.
* Review staffing cost centre allocations for accuracy.
* Track and reconcile pre-paid cards (petty cash, maintenance floats).
* Liaise with finance to ensure correct invoice coding, approvals, and cost tracking.
* Lead monthly budget reviews with budget holders, including accrual commentary and forecasting support.
* Monitor purchase orders and GL code compliance.
* Support variance analysis and financial reporting.
Utilities & Council Tax Administration
* Oversee utility billing during void periods.
* Manage council tax payments for vacant units and maintain audit-ready records.
* Liaise with local authorities and utility providers to resolve discrepancies.
* Maintain a central log of utility and council tax accounts across the portfolio.
HR & People Administration
* Oversee onboarding of new starters (systems access, equipment, induction coordination).
* Maintain approval hierarchies and system permissions.
* Update organisational charts and cost centre structures as required.
* Coordinate intern and work experience programmes.
Systems, Governance & Continuous Improvement
* Review finance, HR and operational systems to ensure data accuracy and workflow efficiency.
* Coordinate delegated authority and approval updates.
* Maintain oversight of compliance documentation (licences, insurance, key registers).
* Act as primary liaison with IT for system access approvals and purchasing.
* Drive process improvements and standardisation across administrative functions.
Procurement & Mobilisation
* Support mobilisation of new buildings.
* Monitor FFE budgets and forecasting.
* Coordinate FFE installation planning and supplier timelines.
* Maintain Smartsheet-based project plans and reporting.
About You
Essential Experience
* Proven experience in business administration or operations management (property, real estate, or professional services preferred).
* Demonstrable experience leading and managing a team.
* Strong financial administration experience (cross-charges, cost centres, invoice coding).
* Experience coordinating HR administration and staff lifecycle changes.
* Experience monitoring budgets, forecasting, and expense/pre-paid card management.
* Exposure to utilities, council tax, or property compliance administration.
* Experience improving or maintaining business systems and workflows.
Desirable
* Experience within Build-to-Rent, residential property, or facilities management.
* Experience preparing management reports and supporting portfolio reviews.
* Involvement in system audits or governance reviews.
Skills & Attributes
* Highly organised with strong multi-tasking ability.
* Commercially aware with strong numerical and analytical skills.
* Confident using Excel and business systems (e.g., Yardi, Smartsheets).
* Strong communication skills (written and verbal).
* Process improvement mindset.
* Discreet and professional when handling sensitive information.
* Proactive, adaptable, and collaborative.
* Educated to A-Level (or equivalent).
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