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About the Role

This role supports the Operations Director, Estate Manager, Property Manager, and Engineering Manager in the daily administration and coordination of building and estate operations at Paternoster Square and Warwick Court. The Property Administrator will receive coaching from the Estate Manager and report directly to them.

Responsibilities

• Take comprehensive meeting minutes for meetings with occupiers, internal teams, service partners, and other relevant stakeholders, ensuring actions are accurately recorded and followed up.
• Answer team calls promptly and professionally, taking accurate messages and attendance notes, and directing enquiries appropriately.
• Act as a first point of contact for general enquiries from contractors, suppliers, and occupiers, responding appropriately, resolving issues where possible, and escalating when required.
• Liaise with service partners, occupiers, and stakeholders on day-to-day operational matters, providing a professional and responsive service.
• Assist with meeting room requests, diary management, and calendar bookings for the Property Management Team.
• Coordinate and manage IT and telephone issues, faults, and repairs for the Property and Engineering Management Teams.
• Maintain accurate records and documentation relating to IT and telephone contracts and services.
• Maintain and update property management systems, records, and databases.
• Coordinate relationships and communications with internal and external stakeholders.
• Coordinate communications with statutory authorities, local organisations, and other relevant bodies.
• Coordinate inductions for new internal staff, external contractors, and visitors.
• Coordinate activities with the landlord’s appointed suppliers and ensure appropriate communication and reporting to the client.
• Coordinate and oversee third-party activities associated with minor events and placemaking initiatives.
• Prepare general correspondence, meeting minutes, and reports.
• Assist with the preparation and updating of procedures, occupier guides, and other estate information.
• Regularly monitor DataStation compliance tasks and items approaching expiry.
• Maintain accurate contract and supplier documentation.
• Manage the property management system, ensuring tasks are accurately recorded and progressed within agreed SLA periods.
• Obtain quotations from contractors and suppliers.
• Ensure statutory compliance records are maintained and up to date.
• Assist with actions arising from Health & Safety inspections, Fire Risk Assessments, and other compliance reviews.
• Assist with the delivery, maintenance, and renewal of relevant property accreditations and standards.
• Assist with the creation and ongoing management of the annual ESG and Social Events Calendar.
• Support the Estate & Property Manager in delivering ESG, sustainability, social value, and community initiatives.
• Host and coordinate Social Value meetings with occupiers, recording actions and supporting initiative delivery.
• Ensure monthly waste reports are received, reviewed, and issued to occupiers.
• Assist with environmental audits and compliance activities.
• Support the collection, collation, and maintenance of ESG, environmental, and social value data for reporting.
• Assist with the delivery of occupier engagement initiatives relating to sustainability, waste, environmental performance, wellbeing, community engagement, and social value.
• Support the Estate & Property Manager with maintaining and improving relevant ESG objectives, initiatives, accreditations, and performance measures.
• Raise purchase orders for contractors and suppliers and maintain accurate finance and budget tracker records.
• Assist with the preparation and submission of budgets, quarterly reports, forecasts, and actual expenditure.
• Monitor expenditure against agreed budgets and highlight discrepancies.
• Review occupier reports and correspondence, identifying concerns or inaccuracies.
• Organise and coordinate occupier access for ad-hoc requirements.
• Coordinate and schedule service partner works, ensuring communication and reviewing completed works.
• Assist with property checks, inspections, and estate walks.
• Support the Estate & Property Manager in the delivery of projects.
• Familiarise with base build information, occupier handbooks, and other relevant estate documentation.
• Attend relevant Savills training courses and implement learned procedures.
• Monitor the Property Management Team’s diaries and arrange appointments and meetings.
• Order and maintain office supplies, stationery, and consumables.
• Coordinate meetings with relevant parties and arrange refreshments.
• Maintain and update the main estate directory.
• Maintain accurate electronic records and filing systems.

Requirements

• Proficient in Microsoft Office, including Outlook, Word, Excel and Teams
• Good written and verbal communication skills
• Professional telephone manner
• Minute taking
• Customer service experience
• Ability to manage multiple tasks and priorities
• Ability to work as part of a team
• Ability to build positive working relationships
• Proactive and willing to learn
• Ability to follow procedures and meet deadlines
• Basic understanding of confidentiality and data management
• Interest in property management, ESG, sustainability and social value
• Willingness to undertake relevant training and develop knowledge within the property sector
• Previous property or facilities management experience desirable but not essential.

Skills

• Microsoft Office Suite (Outlook, Word, Excel, Teams)
• Minute Taking
• Customer Service
• Task and Priority Management
• Teamwork
• Relationship Building
• Proactiveness
• Procedure Adherence
• Deadline Management
• Confidentiality and Data Management
• Property Management
• ESG
• Sustainability
• Social Value

Work Type

• Full-time

About the Company

• Savills is a global real estate services provider.