Property Administrator (Permanent) in Windlesham

Join a dynamic and service-focused organisation where your administrative and coordination skills help ensure the smooth operation of our properties. We are seeking a highly organised and proactive Property Administrator to support the maintenance, facilities, and compliance functions across our estate. In this role, you will play a key part in ensuring our properties remain safe, well-maintained, and fully compliant.

As a Property Administrator, you will work closely with the maintenance team, contractors, and management to ensure all property-related tasks are completed efficiently and accurately. You will manage job tickets, coordinate planned and reactive maintenance, maintain essential records, and support the smooth running of daily operations.

• Liaise with managers and supervisors on a daily basis reporting any issues that need resolving.
• Use software systems such as Halo to open, update, and close job tickets.
• Manage snagging lists as required.
• Coordinate with maintenance staff for pre-arrival checks and ongoing services.
• Use Excel to organise and track services, meter readings, and maintenance updates.
• Liaise with contractors for reactive services and planned maintenance visits.
• Manage and update property-related documentation, including service records, supplier lists, and maintenance logs.
• Ensure all keys are managed securely, including signing in/out and safe storage.
• Ensure all vehicle mileage sheets are completed weekly and updated monthly with payroll department.
• Create and manage a monthly maintenance rota during high seasons.
• Process and raise purchase orders and special payment requests using systems such as Workday and DocuSign.
• Liaise with accounts department for all invoice processing as and when required.
• Purchasing of health and safety clothing and materials as and when requested by property staff.
• Keep track of all credit card transactions and petty cash receipts, collating via the appropriate system.
• Resolve queries related to quotations and invoices with contractors and suppliers.
• Maintain and update the asset register for property, plant, and vehicles.
• Oversee the filing system for property compliance certificates and project invoices.
• Create packing lists in Microsoft Excel in order to manage shipments.
• Distribute or contact the correct people as letters and parcels arrive throughout the day.
• Review and process timesheets for authorisation.
• Provide cover for colleagues when they are out of the office.
• Any tasks or responsibilities as requested by management within the scope of the position.

• Proven experience in a similar administrative role, ideally within property, maintenance, or facilities.
• Proficient in payroll software and Microsoft Excel, Outlook, and Word.
• Full, clean driving licence.

• A supportive and collaborative team environment.
• Opportunities for professional growth and continuous learning.
• Competitive salary and benefits package.

If you are an experienced administrator with excellent organisational skills and a passion for supporting property operations, we would love to hear from you.