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Job Descrption

Facilities and Property Administrator

Location: Based near Wembley, London - 8am-6pm

Seeking a Facilities and Property Administrator to provide key administrative support to our lettings team. The ideal candidate will help coordinate viewings, manage schedules, and assist with general office duties, ensuring smooth daily operations. While lettings experience is not required, the candidate must possess strong administrative and customer service skills.

Key Responsibilities
• Diary & Calendar Management:
• Oversee the day-to-day management of the leasing team’s calendars.
• Schedule and coordinate viewings with prospective tenants and manage the team's availability.
• Coordinating Access to Apartments:
• Organise and facilitate access to properties for viewings, ensuring smooth coordination with the viewing team.
• Liaise with tenants, property managers, and leasing agents to schedule access efficiently.
• CRM System Maintenance:
• Update and maintain the CRM system, ensuring all... property, tenant, and client information is accurate and up-to-date.
• Log interactions with prospective tenants, track leads, and follow up on actions as needed.
• Lease-Up Spreadsheet Management:
• Keep lease-up spreadsheets current by inputting data related to lettings activity, tenancy agreements, and property details.
• Track progress of properties being leased and communicate updates to the team.
• Defects Schedule Collation:
• Assist in gathering and organising information on property defects.
• Liaise with the maintenance team and tenants to ensure issues are recorded and followed up in a timely manner.
• Supporting the Leasing Team:
• Provide general day-to-day administrative support to the leasing team.
• Assist with ad-hoc tasks such as preparing lease documents, handling enquiries, and facilitating communication between departments.
• Coordinating Cleaning Schedules:
• Coordinate end-of-month cleaning schedules with the cleaning crew, ensuring that vacated apartments are cleaned and ready for the next tenants.
• Communicate cleaning requirements to the relevant teams and track progress.
• General Office Administration:
• Perform general office duties, including handling correspondence, filing, answering phones, and responding to emails.
• Assist with ordering office supplies and managing office inventory.

Key Skills & Experience:
• Administrative Experience: Proven experience in an administrative role, with excellent organisational and multitasking skills.
• Customer Service Experience: Strong background in customer service, able to communicate effectively and professionally with tenants, contractors, and team members.
• IT Skills: Proficient in Microsoft Office (Excel, Word, Outlook) and experience with CRM systems is highly desirable.
• Attention to Detail: Ability to maintain accurate records, update systems, and follow up on actions meticulously.
• Communication: Strong written and verbal communication skills.
• Time Management: Able to manage time effectively, prioritize tasks, and meet deadlines in a fast-paced environment.
• Flexibility: Willing to assist with a range of tasks, including conducting viewings when required.
• Problem-Solving: Able to handle challenges as they arise and offer solutions to help the team function efficiently.

Desirable:
• Previous experience in property management or lettings would be advantageous but not required.

Location Requirement:
• Candidates should live within a reasonable commuting distance to Wembley and be able to travel to properties for viewings or meetings as needed

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