UHNW Property Manager & Administrator in City of London

UHNW Property Manager & Administrator Job Description

Salary: £40,000 - £42,000 DOE
Days: Monday-Friday - office based five days a week
Hours: 9.00am - 6.00pm
Location: Family Office, Belgravia
Benefits: Discretionary annual bonus; 5% pension; BUPA medical cover; 4x life assurance; 28 days holiday + bank holidays
Start: Ideally this month, but happy to wait a 1-month notice period

Marcilly Recruitment's client, a well-established and highly prestigious UHNW family office in prime central London, is seeking a seeking a proactive, diligent and personable UHNW Property Manager & Administrator to work as part of a large, friendly team who have all demonstrated fantastic longevity.

The core responsibilities of the UHNW Property Manager & Administrator is to provide comprehensive administrative support to the Building Services Department, ensuring the efficient coordination of planned and reactive maintenance across the family office’s property portfolio. This includes at least 20 properties in London and several properties across the UK.

Key UHNW Property Manager & Administrator Responsibilities:

• Acting as the first point of contact for all maintenance issues for household and office staff – logging work requests, prioritising/escalating as required.
• Arranging appointments for service & maintenance issues, as well as insurance inspections, maintaining a schedule of appointments, managing diary/reminders and co-ordinating contractor access.
• Receiving/filing service/inspection reports, identifying action points and deadlines to work’s manager where relevant, and following up until complete.
• Compiling and circulating list of planned works each week.
• Maintaining supplier database and records e.g. in-date insurance details, risk assessments etc.
• Preparing Authorisations to Proceed (ATPs).
• Processing invoices, ensuring relevant supporting documentation attached.
• Assisting with departmental budgets, reconciliations and financial administration.
• Raising and managing work orders; liaising daily with labour pool regarding their work schedules.
• Processing timesheets from maintenance team, cross-referencing to work orders and presenting for approval prior to sending any overtime through to payroll dept.
• Assisting with health & safety administration and booking training courses as required.
• Maintaining departmental records and filing systems.
• Providing general administrative support to the Building Services team, including making travel arrangements, company van administration, credit card reconciliation, taking telephone messages and other general administrative tasks.
• Providing administrative support to the in-house architect, interior designer and art curation team

UHNW Property Manager & Administrator Specification:

• At least four years of previous administrative experience, property management, facilities management, maintenance or construction is advantageous but not necessary.
• Pro-active/self-motivated with the ability to work independently as well as part of the team.
• Excellent organisational skills as well as strong written and verbal communication skills.
• Confident liaising with contractors, suppliers and internal stakeholders.
• Proficient in Microsoft Office, particularly Excel, Outlook and Word.
• Strong timekeeping.