PROPERTY MANAGER & PA TO FOUNDER OF LUXURY PROPERTY COMPANY in London

Overview

We have an exciting new opportunity for a highly organised, proactive and personable Property Manager & Personal Assistant to join a well-established luxury London property management company based in the heart of Marylebone.

This is a unique and varied role offering the opportunity to combine property management responsibilities with dedicated business and private PA support to the Founder and Managing Director.

Working alongside the experienced Property Director, you will assist with the day-to-day management of a portfolio of luxury residential and commercial properties across London, ensuring the highest standards of service are maintained for tenants, contractors and stakeholders alike.

You will become a trusted right-hand support to the Founder, managing a variety of business and personal administrative responsibilities, requiring complete discretion, excellent judgement and exceptional organisational skills.

This is a varied and fast-paced role where no two days are the same.

You will be joining a long-standing and close-knit team, so you need to be highly personable, able to build excellent working relationships, and have a great sense of humour.

The successful candidate will be proactive, solutions-focused and personable, with the confidence to use their own initiative, think outside the box, and build strong working relationships across all levels of the business.

Usual office hours are 08:30–17:30 Monday to Friday, with flexibility to respond to matters outside of hours.

This is an on-site role from their beautifully designed Marylebone office.

Responsibilities

• Providing comprehensive business and private PA support to the Founder and Managing Director, including diary management, correspondence, travel arrangements, and a variety of confidential administrative tasks.
• Attending meetings with the MD, preparing agendas, recording action points, and ensuring these are followed through.
• Assisting with the day-to-day management of a portfolio of luxury residential and commercial properties throughout London.
• Conducting regular inspections of commercial and residential buildings, identifying maintenance requirements and coordinating repairs.
• Obtaining contractor quotations, appointing suppliers and overseeing maintenance works to ensure high standards are achieved.
• Managing planned preventative maintenance programmes, including lifts, boilers, drainage, guttering, fire safety systems and general building services.
• Acting as the main point of contact for tenants, responding to maintenance issues, building enquiries and service requests in a professional and timely manner.
• Coordinating tenancy renewals, end-of-tenancy processes, property inspections, and preparing properties for new occupiers.
• Liaising closely with letting agents regarding property marketing, viewings, offers, tenant referencing and move-ins.
• Monitoring contractor performance, approving invoices and maintaining excellent relationships with external suppliers and service providers.
• Overseeing cleaning services across the property portfolio, ensuring consistently high standards and arranging holiday cover, recruitment and supplies where required.
• Managing quarterly rent reminders, utility and service charge invoicing, debtor management, and contractor payments.
• Reviewing service charge accounts and assisting with financial administration relating to the property portfolio.
• Coordinating insurance renewals, obtaining competitive quotations and managing insurance claims where necessary.
• Assisting with legal and compliance matters relating to the property portfolio as required.
• Supporting wider business operations and undertaking additional projects and responsibilities as required.

Essential criteria

• Previous experience supporting senior executives, directors or business owners in a Personal Assistant or Executive Assistant capacity.
• Previous experience in a property-based role would be advantageous, but as a minimum you will need a strong interest in property.
• Excellent organisational skills with the ability to prioritise a demanding and varied workload.
• Strong written and verbal communication skills with exceptional attention to detail.
• A professional, confident and approachable manner with excellent interpersonal skills.
• Ability to work independently, use initiative, and make informed decisions.
• A proactive, flexible and solutions-focused approach with a willingness to go the extra mile.
• A mature mindset with excellent judgement, discretion and the ability to handle confidential information.
• Strong negotiation and relationship management skills when dealing with tenants, contractors and external stakeholders.
• Proficient in Microsoft Office, including Outlook, Word and Excel.
• A positive attitude, good sense of humour and the ability to thrive within a close-knit, collaborative team.
• Flexibility to deal with occasional out-of-hours property matters where required.
• Excellent, checkable references.

If this role sounds of interest to you and you meet the above criteria, we would love to hear from you. Please apply with your CV.

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