Property & Facilities Administration Assistant in Oxford

Are you a highly organised administrator, great with people, and motivated by making a real difference? As our Property and Facilities Administration Assistant, you will play a key part in coordinating repairs, maintenance, and compliance checks across our property portfolio and be the first point of contact for maintenance queries, working closely with landlords, contractors, and internal teams to ensure issues are logged, tracked, and resolved efficiently. Based in Oxford city centre you will manage property-related records, service contracts, and documentation, keeping systems accurate and up to date. From scheduling compliance inspections to raising purchase orders and maintaining the asset register, your attention to detail will help ensure we meet all statutory obligations and provide safe, well-maintained accommodation. You will support the essential behind-the-scenes work that keeps the buildings safe, compliant, and comfortable for those who need them most.

Main Purpose Of Job

The Property and Facilities Assistant will provide essential administrative and coordination support to the Property and Facilities team. The role ensures that buildings are maintained to a safe, compliant, and high standard through effective management of maintenance requests, service contracts, compliance checks, and supplier communication. This is a primarily office-based administrative role, requiring excellent organisation, communication, and attention to detail to ensure all property-related records, reports, and procedures are managed efficiently. From time to time you will be expected to visit sites to support the wider team with full training provided.

Main Areas Of Responsibility

• Support the Property and Facilities Manager in maintaining and developing systems for managing property repairs, maintenance, compliance checks, and service contracts.
• Receive maintenance and repair reports from various teams and log them accurately on the internal property database or jobs log.
• Under direction from the Property and Facilities Manager, report and allocate jobs to landlords, managing agents, or approved contractors.
• Work with the compliance manager to support with tracking appointments for inspections and compliance works such as gas and electrical checks, PAT testing, fire safety servicing, lift maintenance, and water hygiene monitoring.
• Liaise with contractors, landlords, and suppliers via phone and email to arrange works, confirm attendance, and follow up on outstanding issues.
• Maintain detailed and up-to-date records of all maintenance activity, compliance certificates, service reports, and contractor documentation.
• Support the Property and Facilities Manager with preparing and issuing purchase orders, works orders, and contractor instructions in line with internal policies.
• Assist with the procurement and ordering of supplies (e.g. cleaning, maintenance, or health and safety items) as directed, ensuring records are accurate and stock levels maintained.
• Maintain filing systems (both digital and paper-based) for all property and facilities documentation, ensuring information is easily accessible and up to date.
• Assist in the preparation of property-related reports, spreadsheets, and summaries for management meetings and audits.
• Work collaboratively with colleagues across departments to support effective service delivery.
• Maintain an understanding of Health and Safety, Equality and Diversity, and Safeguarding policies.
• Undertake any other reasonable administrative duties as required to support the Property and Facilities function.
• Contribute to a positive working environment in which equality and diversity are valued, and staff are enabled to do their best.

This is Monday - Friday, Full Time: 37.5 hours p/w hours: 9am - 5pm or 8am - 4pm and they are also open to someone part-time 20-25 hours per week. The odd out of hours cover may be needed and time paid in lieu. Salary offered is £26,780 and this is based in Oxford City Centre.