Property Administrator

A leading property management business is seeking a highly organised and experienced Property Administrator to support a team of surveyors. This individual will play a vital role in delivering comprehensive administrative services, ensuring the smooth operation of client reporting, internal coordination, and team support across a range of tasks.

This is an excellent opportunity for a detail-oriented professional who thrives in a dynamic environment and is confident managing varied responsibilities with a proactive and flexible approach.

Key Responsibilities

The Property Administrator will:

• Produce monthly client property reports, extracting financial and tenancy data from internal systems and updating tenancy schedules.
• Support the creation of utility data reports and associated visualisations.
• Liaise with Facilities Management teams and onsite personnel to update environmental and risk reports.
• Coordinate with client legal representatives regarding lease assignments, licences, and tenancy changes.
• Ensure contact and reporting information is accurate and current.
• Format, print, and bind professional reports and presentations.
• Prepare monthly dashboard updates and assist with formatting charts, graphs, and slides.
• Calculate and issue management fees; manage periodic fee reviews and support aged debt recovery.
• Set up new clients in internal systems and carry out KYC checks on new and renewing accounts.
• Maintain up-to-date and compliant Quality Assurance records.
• Prepare insurance apportionments and supporting documentation.
• Draft correspondence, meeting minutes, reports, and spreadsheets.
• Manage diaries, book meetings, coordinate catering, and arrange occasional travel.
• Provide general team administrative support, including call handling, post distribution, filing, and record maintenance.
• Coordinate and code supplier invoices and update tenant information.
• Interpret commercial lease agreements, including those governed by Scottish law, to extract relevant data.
• Consolidate and track monthly internal reporting across the team.

Candidate Profile

Qualifications & Skills:

• Educated to GCSE level (or equivalent), including English and Mathematics.
• Excellent written and spoken communication skills in English.
• Strong organisational abilities and attention to detail.
• Proficiency in Microsoft Office and the ability to quickly learn bespoke internal systems.

Experience:

• Prior experience in a similar administrative or coordination role, ideally within a property or professional services environment.
• Familiarity with commercial property management is desirable but not essential.

Benefits

The successful candidate will enjoy a comprehensive benefits package, which includes:

• Health & Wellbeing: Private medical insurance, 25 days annual leave plus public holidays (with the option to buy 5 extra days), health screenings, gym discounts, wellbeing support, cycle-to-work scheme, and eye care vouchers.
• Lifestyle & Culture: Travel and retail discounts, travel insurance, concierge services, kids pass, golf card, and access to a vibrant internal culture including sports, charity events, and social activities.
• Financial Support: Competitive pension scheme, life assurance (8x basic salary), long-term disability cover, interest-free season ticket loan, discretionary bonus scheme, share incentive plan, and access to mortgage and financial advice.

Equality & Inclusion

The company is committed to fostering an inclusive and supportive working environment. Applications are encouraged from individuals of all backgrounds, identities, and abilities. Equal opportunity is a core value, and all employment decisions are made without discrimination.