Property Assistant 30k -35k

We are seeking an organised and proactive Property Administrator to support our Property Management team in the administration of a portfolio of residential and commercial developments. The successful candidate will play a key role in ensuring the smooth day-to-day operation of managed properties, supporting property managers, service charge administration, contractor management, and customer service functions.

This role offers an excellent opportunity for an individual looking to develop a long-term career in property management. Previous block management experience is desirable but not essential, as full training will be provided.

Key Responsibilities

Property Administration

• Provide administrative support to the Property Management team.

• Maintain accurate property, leaseholder and owner records.

• Manage correspondence, emails and telephone enquiries from owners, directors, occupiers and contractors.

• Prepare and distribute notices, circulars and communications to owners and residents.

• Maintain filing systems and property management databases.

• Assist with onboarding new developments and updating management records.

Meetings & Governance

• Coordinate Annual General Meetings (AGMs) and directors' meetings.

• Prepare meeting packs, agendas and supporting documentation.

• Issue meeting notices and maintain attendance records.

• Record and distribute meeting minutes where required.

• Maintain statutory and company records for Owners' Management Companies (OMCs).

Maintenance & Contractor Coordination

• Log maintenance issues and track progress to completion.

• Liaise with contractors regarding quotations, works orders and scheduled maintenance.

• Monitor contractor documentation including insurance, maintenance and compliance records.

• Assist with planned preventative maintenance programmes.

Access Control

·         Maintain a log of all access requests

·         Administer access controls including fobs, access cards, keys etc.

·         Handle payments and distribution of access formats

Customer Service

• Respond professionally and efficiently to owner and occupier queries.

• Maintain positive relationships with OMC directors, residents and commercial occupiers.

• Escalate complex issues to the relevant Property Manager.

• Always deliver a high standard of customer service.

Skills & Experience

Essential

• Previous administrative experience in a professional office environment.

• Excellent organisational and time management skills.

• Strong written and verbal communication skills.

• High level of attention to detail.

• Proficiency in Microsoft Office, particularly Outlook, Word and Excel.

• Ability to manage multiple tasks and deadlines simultaneously.

• Professional and customer-focused approach.

Desirable

• Experience within property management, real estate, facilities management or construction.

• Experience with property management software.

• Knowledge of service charge administration.

Personal Attributes

• Highly organised and methodical.

• Strong problem-solving ability.

• Team player with a collaborative approach.

• Comfortable dealing with a wide range of stakeholders.

• Positive attitude and willingness to learn.

• Ability to work independently and take initiative.

What We Offer

• Opportunity to build a career within the property management industry.

• Exposure to residential and commercial property management.

• Professional development and training.

• Supportive and collaborative working environment.

• Competitive salary and benefits package.