Property Administrator

Founded in 1992, Galliard Homes is one of London's largest privately-owned property development and management groups, with over 250 employees and a £4 billion portfolio. We deliver residential, mixed-use, hospitality, and commercial projects across London, the Home Counties, and the Midlands.

Galliard Estate Management, known as GEM, is our in-house property management business. GEM manages over 35 developments, covering a wide range of residential and mixed-use schemes, from high-rise to high-end, across both private and affordable properties.

The Property Administrator ensures administrative support is provided, coordinates the Purchase Order system, and assists with managing team diaries and meetings. Please note that this is a full-time, office-based role. Standard working hours are Monday to Thursday, 9:00am to 5:30pm, and Friday, 9:00am to 5:00pm.

Duties include but are not limited to:

• Provide administrative support to Property Managers and the wider office team, ensuring the office functions effectively.
• Maintain and update the purchase order system to ensure all expenditure is supported by a works order.
• Carry out general administrative duties including answering telephone calls, responding to residents' service charge queries, maintenance/repairs queries, document requests and other property management subjects such as insurance, health and safety, fire safety etc.
• Responding to contractors' queries, providing scope of works, obtaining quotations, requesting breakdown of invoices, raising performance concerns and requesting service reports.
• Responding to and compiling emails, and drafting letters as required.
• Coordinate site visits and arrange access for contractors, inspectors and consultants.
• Update document control systems (Bluebox, Building Link, etc.) with change of resident contact details as needed.
• Act as first point of contact for customer service queries and complaints.
• Arrange and facilitate meetings, including taking meeting minutes when required.
• Manage diaries and meeting schedules for the property management team.
• Principal liaison with loss adjusters following any insurance claims, recording and maintaining a schedule of open claims and seeing them through to settlement.
• Update Quooda (compliance software), Building Link (resident portal), GEM Master Tracker and other databases.
• Assist with arranging HIU (Heat Interface Unit), FSU (Fire Suppression Unit), FCU (Fan Coil Unit) servicing with service providers such as CEP (Communal Energy Partners).
• Regularly review outstanding quotations list provided by M&E contractor.
• Update and maintain ADIUVO (out of hours service provider) spreadsheet with correct contractor and PM team information.
• Manage the shared email inbox for the property management team and categorise emails for the action of other members of the team.

The Property Administrator will be a proactive and highly organised individual with proven experience in a busy administrative role within the real estate sector or a related field. They will be confident in supporting multiple colleagues, managing competing priorities, and maintaining a professional and approachable manner. Strong attention to detail, excellent communication skills, and a willingness to learn and grow within the property management function are essential. They will also meet the below criteria:

Essential:

• Previous experience providing administrative support to multiple colleagues in a fast-paced, dynamic environment.
• Background in the real estate sector, which could include property management, facilities, construction, maintenance or similar.
• Excellent communication skills across face-to-face, telephone, and email interactions, with a professional approach.
• Proficient in basic Microsoft packages including Word, Excel and Outlook with the ability to learn new systems as needed.
• Exceptional administration skills, with strong attention to detail and accuracy.
• Excellent organisation, prioritisation, and time management abilities.

Desirable:

• Working towards a TPI qualification.
• Familiarity with new build residential and mixed-use developments.

As a family-owned business, we want everyone to feel at home from day one. In return for commitment, loyalty, and hard work, we offer benefits ranging from:

• Competitive salary
• 24 days holiday plus bank holidays
• Life assurance
• Private health care
• Critical illness insurance
• Matching contribution pension scheme
• Discretionary salary and bonus review
• Employee assistance programme
• Discounted gym memberships
• Cycle to work Scheme
• Discount portal
• Volunteering opportunities
• Sponsorship of professional qualifications and accreditations