Portfolio Coordinator in London

This role provides comprehensive administrative support to the Property Management team responsible for overseeing the prestigious and high-performing central London portfolio within the Shaftesbury Capital Estate. With a strong emphasis on delivering exceptional service and fostering positive occupier relationships, the Portfolio Coordinator will assist with KPI tracking and portfolio reporting, coordinate diaries and meetings, maintain databases, monitor KPI performance, and manage ad hoc access requests and project-related activities.

Day to day, you’ll:

• Coordinate and collate updates for monthly/quarterly reporting, including chasing PM teams, preparing and checking output as well as ensuring reports are delivered on time.
• Ensure the PM teams update trackers at the required intervals and escalate to the Client Partner where appropriate.
• Submit trackers and reports by the deadlines set.
• Review and suggest more efficient ways of working or simplified processes.
• Support the PM team to develop and implement emergency response plans.
• Act as the point of contact for data queries, coordinating the response from the various PM teams.
• Carry out regular data integrity checks and update the property management systems.
• Support the PM team on the completion of service charge budgets and reconciliations.
• Review and update Health and Safety Reports with measures provided by the PM team to reduce risk.
• Provide support with sustainable property management, to include the collection, management and analysis of utility data.

What matters most in this role:

• Building and maintaining close professional relationships with Clients, Occupiers and the PM teams is paramount to your success.
• You will have experience with multi-tasking and working towards tight deadlines.
• You will regularly deal with a range of enquiries quickly and efficiently.
• Attention to detail is crucial, especially in the maintenance of our databases, approving contractor invoices and preparing quarterly reports to send to clients.
• You must have strong working knowledge of Microsoft Word, Excel, Teams and Sharepoint.

What we expect of you:

• Previous experience of working in property management with knowledge of service charges, including budgets and other relevant standards is desirable.
• Resilience and ability to work within the dynamic nature of the property market whilst adapting to changing circumstances and processes.
• An understanding of UK property laws and regulations, including safety standards would be beneficial.
• A proactive, practical, and positive approach to work.

Our core belief:

Great Workmanship starts with getting the fundamentals right. Even though we're in the property business, we're all about the people. Everything we do is built on collaboration, empowerment, autonomy, and integrity – not just words, but how we actually work.

Why Workman?

• Hybrid working to offer you a great work life balance, with a minimum of three days in the office.
• Core working hours to allow for added flexibility and helps ease your commute to the office.
• Study support (where applicable).
• Discretionary annual bonus and salary reviews.
• Healthcare, life insurance & wellness programme.
• Long service additional holidays, your birthday off and an extra day between Christmas and New Year.
• Lifestyle benefits to suit you: gym membership, cycle to work, buy and sell holiday to name just a few.
• Social events throughout the year including a firm wide Christmas party!
• Generous referral bonus.

Equal opportunities:

We are an equal opportunities employer, and it is our policy to recruit a diverse workforce and follow the guidelines of the Equality Act 2010. This job description does not form part of your contract of employment and the duties may be amended from time to time.