Admin Assistant

Manhattan Loft Gardens (MLG), known as ‘London Sexiest Skyscraper’, is Europe’s most ambitious 42-storey skyscraper featuring 248 Loft apartments, a 145-bedroom hotel, three exclusive sky terraces, a breath-taking lobby bar and restaurant, a 7th level destination restaurant, mezzanine club and 4 event rooms. MLG is located within walking distance from Stratford International Station and Westfield Shopping Centre.

MLG was created by Harry Handelsman, the pioneering developer who first brought loft living to London over 25 years ago. Then came his epic restoration of St Pancras Hotel, which led to the regeneration of King’s Cross and the invigoration of Marylebone with the go-to party destination; the famous Chiltern Firehouse.

Teamwork and collaboration are our greatest assets. We work together to create unforgettable experiences for our guests and ourselves. We embrace a growth mindset with no problems, only solutions and learning opportunities.

We work hard and play harder! You will often find our teams out socialising together, whether it’s bowling, foraging, in a cocktail master class or in the pub! We truly believe that a friendly workplace is a happier workplace.

We are looking for proactive and driven Admin Assistant to join our Team.

Come join us!

What you’ll do…

Team & Management Support

· Provide day-to-day administrative support to the Residential Team, including meeting organisation, diary support, preparation of information and follow-up of actions.

· Develop a strong understanding of the day-to-day responsibilities and wider operation of the Residential Team.

· Ensure information required for reports, meetings and analysis is accurate, current and readily available.

· Promote good compliance practice across Residential Lettings and support colleagues in completing compliance-related tasks.

· Provide general administrative and operational support across the Residential Team and undertake additional duties reasonably required to support the needs of the business.

Property Administration & Systems

· Assist in maintaining accurate digital filing systems (including OneDrive) and physical records, ensuring documentation is organised, correctly filed and readily accessible.

· Assist in maintaining Qube as an accurate and reliable property-management database, including processing new resident move-ins, attaching signed tenancy agreements, updating resident records and entering information promptly and accurately.

· Support the administration of resident accounts in Qube, including raising rent invoices, processing amendments or cancellations to charges and keeping account information accurate.

Rent, Arrears & Financial Administration

· Support the weekly monitoring and administration of rent arrears, reviewing outstanding balances, issuing secure payment links, communicating with residents where appropriate and escalating matters in line with company procedures.

· Identify and communicate arrears arising during renewals or extensions so that all relevant parties are aware and appropriate action can be taken.

Maintenance, Access & Utilities

· Co-ordinate Planned Preventative Maintenance (PPM) activity by arranging resident access, issuing appointment confirmations and calendar invitations, and maintaining internal tracking spreadsheets.

· Arrange access to apartments for maintenance, inspections and other departmental requirements.

· Attend daily maintenance meetings when required, record minutes and actions, co-ordinate maintenance requests and follow through on outstanding items.

· Assist with utility accounts for vacant and short-let apartments, including change-of-tenancy notifications, Energy / Change of Tenancy forms, monitoring account updates and ensuring services transfer accurately and without delay.

· Manage incoming post for vacant and short-let apartments by opening, sorting and distributing correspondence, ensuring important items are actioned promptly and recorded where necessary.

Resident & Stakeholder Support

· Develop strong working relationships with residents, contractors, utility providers and internal departments, delivering a professional, responsive and customer-focused service.

· Assist with resident communications and departmental notices when required.

· Build relationships with residents ahead of renewals or extensions, including attending resident coffee meetings where appropriate alongside members of the Residential Team.

· Ca…