Property Operations Coordinator & Executive Assistant (Fixed-term Contract)

About the Role

We’re looking for a confident, organised, and adaptable individual to join our team as Property Operations Coordinator and Executive Assistant, to provide cover during a maternity-related absence. This is a genuinely varied role at the heart of our property operations - no two days look quite the same. You’ll get exposure to property management, compliance, tenant relations, and direct executive support, making it an excellent opportunity to build a broad and transferable skill set in a fast-moving environment.

You’ll be trusted with real responsibility from day one, working closely with our Manager and wider team, while also having the independence to manage your own schedule and priorities across multiple sites.

We’re looking for someone with some prior experience in residential property management, lettings, or coordination (ideally 1–2+ years), giving you a working understanding of how tenancies, compliance, and day-to-day property operations function.

Principal Duties and Responsibilities

Property and Key Management

• Taking ownership of our key management system - labelling, organising, and tracking keys to ensure complete accuracy across the portfolio
• Working closely with our virtual assistants (VAs) to ensure keys are always in the right place at the right time for move-ins, contractor visits, and viewing appointments
• Coordinating check-outs and inventories with the VA team as needed
• Carrying out meter readings where required
• Collecting and scanning mail across our Archway properties, with weekly visits to Northwood and St Albans to manage post for those sites
• Conducting quarterly property inspections using our software and identify potential issues
• Capturing high-quality photos and videos of properties for marketing

Tenant Management and Compliance

• Conducting property viewings as required
• Checking and verifying receipt of holding deposits and rental payments
• Processing the return of deposits at the end of tenancies
• Representing the business at licensing inspections and managing the completion of licensing applications
• Ensuring compliance requirements are met ahead of every inspection
• Handling tenant issues that have been escalated from VAs to management, acting as a direct point of contact for resolution

Executive Support to the Manager

• Acting as a trusted representative at meetings on the Manager’s behalf
• Keeping the Manager informed with timely project updates
• Building relationships with contractors, including attending site visits and sourcing quotations for works

General Operations

• Managing scheduled payments to viewing agents and contractors
• Reconciling payments
• Leading and overseeing the work of our VA team

Key Requirements

• A full, valid UK driving licence and access to a personal vehicle is essential, as the role involves regular travel between our Archway office and properties in Northwood and Rickmansworth
• Previous experience in residential property management or lettings (1-2+ years)
• Basic understanding of tenancy processes
• Confident communicator with good interpersonal skills
• Ability to work independently across multiple locations
• Comfortable using software systems (training provided if needed)
• Proactive, hands-on attitude
• Excellent organisational skills and close attention to detail
• Strong written and verbal communication skills, with confidence liaising with contractors, tenants, and viewing agents
• Comfortable managing and coordinating the work of a remote team
• Sound general administrative and IT skills
• A high degree of discretion and reliability, given the responsibility for property access and key management

Benefits

• Mileage covered for all business travel and parking near the office
• Regular office events
• On-site gym
• Bright, modern office with a fully stocked kitchen - coffee, iced coffee, syrups, and fresh fruit
• Close working relationship with senior management, with genuine exposure to decision-making and day-to-day operations
• Hands-on training across property management, compliance, and executive support
• A varied, fast-paced role where no two days are the same
• 28 days’ holiday, inclusive of bank holidays
• Office closure over Christmas (annual leave to be used for this period)

Pay: £27,000.00-£32,000.00 per year

Benefits:

• Free parking
• On-site gym

Application question(s):

• Do you have a full, valid UK driving licence and access to a personal vehicle?

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