Property Administrator (London, UK)

Direct Reports: Real Estate Agents & Local Maintenance Staff

Job Purpose

This role is integral to the smooth operation of our property management department. The role of Property Administrator within a real estate family office in the UK is multifaceted and tailored to meet the unique needs of our clients and tenants.

Arrange with family members, fellow property administrators/supervisors, other departments, and all relevant internal or external parties to ensure the portfolio's performance is maintained to the highest standards while maximizing its value, generating income, and being compliant with all regulations.

Developing, implementing, monitoring, and controlling all processes that can improve the efficiency of managing the portfolio’s assets. May be required to act as the primary liaison between the family office, tenants, contractors, and service providers, overseeing daily operations and long-term strategic initiatives at our residential properties.

• Property Management Support:
• Act as the first point of contact for tenant inquiries, addressing property-related issues promptly and professionally.
• Coordinate property maintenance and repairs, scheduling appointments with contractors and ensuring timely completion of works.
• Assist in managing and maintaining residential properties.
• Conduct property inspections and generate detailed reports.
• Ensure properties are well-maintained, and tenants receive high-quality service.
• Assist in managing property-related expenses and obtaining management approvals.
• Assist in upselling property amenities to potential tenants.
• Leasing & Tenant Relations:
• Support leasing activities, including marketing and tenant communications.
• Assist in reviewing leases for compliance, renewals, and insurance.
• Monitor occupancy levels and assist with strategies to enhance property performance.
• Financial Management:
• Assist in setting rental rates and collecting rent payments from tenants.
• Monitor and record all financial transactions related to properties.
• Prepare and manage service charge budgets in accordance with UK property accounting standards.
• Compliance & Documentation:
• Ensure properties comply with all relevant regulations, bylaws, and insurance requirements.
• Manage contracts for service providers and vendors, ensuring compliance.
• Stay informed about changes in UK property laws and regulations.
• Operational Efficiency:
• Assist in developing and implementing processes to improve property management efficiency.
• Support tracking of financials, budget preparation, and reporting on portfolio performance.
• Administrative Duties:
• Process rental applications and conduct background checks on potential tenants.
• Prepare and manage lease agreements, ensuring all necessary signatures and payments are obtained.
• Coordinate with the accounts team regarding rent collection, purchase orders, and invoice processing.
• Handle office tasks such as filing, generating reports, and responding to emails.
• Maintain a comprehensive filing system for all property records, including health and safety certifications.
• Act as a liaison between property management, tenants, contractors, and service providers.
• Demonstrate professional phone etiquette when interacting with tenants, vendors, and colleagues.
• Perform general administrative duties to support property management operations.
• Assist with travel arrangements and general administrative tasks as needed.
• Conduct data entry tasks accurately and efficiently.
• Any other related tasks as required by management.
• Self Management:
• Strong problem-solving abilities with a positive, proactive approach.
• Excellent interpersonal and communication skills, both verbal and written.
• Ability to work independently and manage tasks efficiently.
• Ability to assist in budget creation, track financials, and report effectively.
• Demonstrate a high level of integrity and professionalism in all aspects of the role.
• Ensure that performance goals set by and agreed with management are achieved during the course of the year.
• How to Apply:

Please use the link (https://airtable.com/shrpcve1rbuEzeQFG) to complete the job application form.

Also, while completing the form please select the following:

Job Position – Property Administrator (London, UK)

Job Reference Code – Property Administrator (London, UK)

Note: We thank all applicants for their interest, however only those candidates selected for interviews will be contacted.

• Educational Qualifications & Nature of Experience:
• Degree in Business Administration or a related field.
• Minimum of 3 years of experience in property administration or leasing in the UK.
• Experience with residential and commercial properties is preferred.
• Having experience in customer service and administrative tasks is advantageous.
• Experience and exposure to European real estate markets is a plus.
• Experience in budget preparation and metrics-driven reporting.
• Computer literacy is required including proficiency in spreadsheets and word processing applications.
• Behavioral Competencies:
• Strong organizational skills and attention to detail.
• Ability to work independently and as part of a team.
• Ability to quickly learn new procedures.
• Ability to multitask and prioritize.
• Presentable and pleasant.
• Language Skills:
• Excellent oral and written communication skills in English.

• Annual Salary:

The starting salary for the Property Administrator position is GBP 25,000. The salary for this position is determined by the candidate's work experience and professional qualifications. We are open to offering a higher salary for candidates with exceptional qualifications and relevant experience.

• Benefits:
• Company mobile phone and laptop.
• Annual discretionary bonus will be based on KPI’s to be agreed.
• 28 calendar days of paid leave per year.
• Training and development opportunities.
• Team-building events.