Property Administrator

Company: Family Office of a privately-owned property group, which owns a portfolio of residential and commercial properties in London and nationwide.

Job Type: Hybrid, initially part-time (2 - 3 days per week), applicant must be based in United Kingdom.

* APPLICANT MUST HAVE RIGHT TO WORK IN UK*

Job Purpose: To provide administrative assistance on property related matters to ensure the smooth and efficient operations of the Family Office.

Role Description: The Property Administrator is a part-time, on-site role based in London, UK, responsible for supporting the day-to-day management of company property and facilities. This position oversees basic property operations, including coordinating maintenance requests, tracking vendor work, and ensuring common areas remain safe and functional. The role involves communicating with internal stakeholders and external service providers, monitoring property-related documentation, and assisting with lease records and real estate files. The Property Administrator also supports budgeting activities by collecting cost estimates, updating expense reports, and preparing simple summaries for leadership review. This role requires consistent on-site presence to respond to property needs in a timely and professional manner.

Activities & Responsibilities Overview:

• Maintaining & updating property database information
• Organising property repairs & maintenance
• Dealing with tenant queries
• Assisting with property development project administration
• Making periodic site visits
• Co-ordinating insurance renewals
• Tracking rent collections
• Liaising with third party consultants on rent reviews
• Maintaining & updating the list of preferred suppliers
• Overseeing commercial property management
• Tracking utility charges, council tax & business rates
• Arranging gas safety, EPC checks and meter readings
• Ability to work independently and without supervision
• Other ad hoc tasks

Qualifications:

• Previous property management and/or lettings experience
• Office Administration / Property Administrator experience
• Detail oriented with good scheduling and organisational skills.
• Skills in Property Management and Real Estate to oversee facility operations and maintain accurate property records.
• Strong Communication and Customer Service skills to interact effectively with internal teams, vendors, and visitors.
• Basic Budgeting skills to assist with property-related expense tracking, invoice review, and cost reporting.
• Ability to stay organised, manage multiple tasks, and maintain detailed documentation in a fast-paced environment.
• Proficiency with office software (e.g., Microsoft Office or Google Workspace) for reporting, scheduling, and record keeping.
• Experience in facilities, property administration, or a related field is preferred.
• Demonstrated reliability, professionalism, and discretion in handling sensitive information.
• Higher education in business, property management, or real estate is a plus.