Property Administrator

**Position Name**:Property Administrator (London, UK)

**Job Code**: Property Administrator (London, UK)

**Department**: Property Management

**Reporting To**: Property Manager & Management

**Direct Reports**:Real Estate Agents & Local Maintenance Staff

**Job Purpose**

We are seeking a proven administrative professional with strong property and leasing experience in the United Kingdom (UK) with exceptional organizational skills, and a commitment to maintaining high standards of service and property care. As a Property Administrator based in London, UK, your primary purpose will be to provide comprehensive administrative support for the efficient management of residential properties. This role is integral to the smooth operation of our property management department. The role of Property Administrator within a real estate family office in the UK is multifaceted and tailored to meet the unique needs of our clients and tenants.

This role requires a detail-oriented individual with strong organizational skills, excellent communication abilities, and proficiency in property management software. This position plays a crucial role in supporting the Property Manager with the day-to-day operations of our properties. The incumbent will oversee and facilitate the comprehensive management of our diverse portfolio of residential and commercial properties in the United Kingdom (UK). This role encompasses a wide range of responsibilities aimed at ensuring the optimal operation, maintenance, and enhancement of properties, while also safeguarding the owners' interests. Arrange with family members, fellow property administrators/supervisors, other departments, and all relevant internal or external parties to ensure the portfolio's performance is maintained to the highest standards while maximizing its value, generating income, and being compliant with all regulations.

Developing, implementing, monitoring, and controlling all processes that can improve the efficiency of managing the portfolio’s assets. May be required to act as the primary liaison between the family office, tenants, contractors, and service providers, overseeing daily operations and long-term strategic initiatives at our residential properties.

**Key Responsibilities**
- **Property Management Support**:

- Act as the first point of contact for tenant inquiries, addressing property-related issues promptly and professionally.
- Coordinate property maintenance and repairs, scheduling appointments with contractors and ensuring timely completion of works.
- Assist in managing and maintaining residential properties.
- Conduct property inspections and generate detailed reports.
- Ensure properties are well-maintained, and tenants receive high-quality service.
- Assist in managing property-related expenses and obtaining management approvals.
- Assist in upselling property amenities to potential tenants.
- **Leasing & Tenant Relations**:

- Support leasing activities, including marketing and tenant communications.
- Assist in reviewing leases for compliance, renewals, and insurance.
- Monitor occupancy levels and assist with strategies to enhance property performance.
- **Financial Management**:

- Assist in setting rental rates and collecting rent payments from tenants.
- Monitor and record all financial transactions related to properties.
- Prepare and manage service charge budgets in accordance with UK property accounting standards.
- **Compliance & Documentation**:

- Ensure properties comply with all relevant regulations, bylaws, and insurance requirements.
- Manage contracts for service providers and vendors, ensuring compliance.
- Stay informed about changes in UK property laws and regulations.
- **Operational Efficiency**:

- Assist in developing and implementing processes to improve property management efficiency.
- Support tracking of financials, budget preparation, and reporting on portfolio performance.
- **Administrative Duties**:

- Prepare and manage lease agreements, ensuring all necessary signatures and payments are obtained.
- Coordinate with the accounts team regarding rent collection, purchase orders, and invoice processing.
- Maintain a comprehensive filing system for all property records, including health and safety certifications.
- Act as a liaison between property management, tenants, contractors, and service providers.
- Demonstrate professional phone etiquette when interacting with tenants, vendors, and colleagues.
- Perform general administrative duties to support property management operations.
- Assist with travel arrangements and general administrative tasks as needed.
- Conduct data entry tasks accurately and efficiently.
- Any other related tasks as required by management.
- **Self Management**:

- Strong problem-solving abilities with a positive, proactive approach.
- Excellent interpersonal and communication skills, both verbal and written.
- Ability to work independently and manage tasks efficiently.
- Ability to assist in bud