Property Administrator

The Opportunity No two days are the same in Investment Property Management. You'll work alongside experienced property professionals, providing essential administrative support and helping us deliver exceptional outcomes for our clients. Your responsibilities will include: Property & Facilities Management - Coordinate contractor attendance, meter exchanges and utility-related visits. - Raise reactive and planned maintenance work orders through the CAFM system. - Review and process maintenance documentation, compliance certificates, and contractor paperwork. - Manage tenant access requests and issue access communications as required. - Maintain accurate tenant contact records and property databases. - Arranging property inspections with tenants. - Day to day liaison with tenants and answering queries. - Prepare lease plans using software (Edozo). Compliance & Risk Management - Manage and update insurance trackers including claims and compliance registers. - Utilise Riskwise to monitor compliance actions and statutory obligations. - Maintain property records and compliance documentation within CAFM platforms. Financial & Budget Administration - Maintain budget trackers and assist with expenditure monitoring. - Prepare annual service charge budget templates and supporting information. - Issuing budget packs to tenants - Assist with service charge budgeting, forecasting, and year-end reconciliations. - Support mid-year and end of Q3 expenditure report. - Process TPSL invoice coding and assist with invoice queries and supplier payment issues. - Assist in drafting the service charge reconciliation reports and issuing them to tenants - Enquiry use of Property Management Databases (Tramps & Horizon). Supplier & Contractor Management - Coordinate contractor meetings and circulate meeting agendas. - Support the tendering and onboarding of new suppliers. - Maintain contractor databases and supplier performance information. - Issue Q3 year-end expenditure notices and information requests to contractors. - Review status of invoices and liaise with Purchase Ledger and the FM’s re payment Systems & Data Management - Act as a user and administrator for: - Vantify CAFM - Vantify Reactive Maintenance Module (RM) - RiskWise - Proactis - Tramps - Horizon - Resolve - Raise, monitor, and close maintenance jobs within CAFM systems. - Ensure records, documentation and performance information are accurately maintained. - Produce reports using Excel and other management systems. Property Occupancy Administration - Maintain and update vacant unit trackers. - Coordinate landlord, tenant and contractor information relating to vacant units. - Support utility, maintenance, and compliance requirements within vacant properties. - Liaise with Energy Consultant Trio on COT progress About You We're looking for someone who is organised, proactive and enjoys working as part of a team. You'll bring: - Previous administrative experience, ideally within property, professional services or a client-facing environment. - Excellent organisational skills and the ability to manage competing priorities. - Strong attention to detail and a commitment to delivering high-quality work. - Confidence using Microsoft Office, particularly Outlook, Word and Excel. - Strong communication skills and a professional approach when dealing with clients and colleagues. - A positive, can-do attitude and willingness to learn. - Must have the right to work in the UK. Unfortunately, sponsorship is not available for this position. Most importantly, you'll be someone who enjoys building relationships, taking ownership of your work and contributing to a supportive team environment.