Property Operations & Executive Assistant

An established property investment and development group is looking for a highly organised and proactive Property Operations & Executive Assistant to support the Directors and oversee the day-to-day administration and operational requirements of a busy property portfolio.

This is a varied, hands-on position combining executive/secretarial support, property administration, accounts oversight and project coordination.

We are looking for someone who can take ownership of matters, keep on top of outstanding issues and ensure tasks are followed through to completion without requiring constant direction.

Key Responsibilities

• Managing incoming post, emails and correspondence
• Providing general administrative, secretarial and Executive Assistant support to the Directors
• Maintaining task lists, following up outstanding matters and ensuring deadlines are met
• Managing utilities across the property portfolio
• Coordinating insurance renewals, queries and claims
• Monitoring property compliance and licensing requirements
• Liaising with managing agents, tenants, contractors, professional advisers and banks
• Overseeing ongoing property projects and maintaining clear action lists
• Carrying out fortnightly site visits and reporting on progress and outstanding matters
• Monitoring project cash flow, including payments to builders/contractors and funding from banks/lenders
• Monitoring rent collection across the portfolio and following up managing agents regarding arrears and discrepancies
• Maintaining organised records, files and systems across multiple companies
• Providing the Directors with concise updates and highlighting matters requiring decisions
• General oversight and coordination of day-to-day matters across the group

About You

We are looking for someone who is:

• Highly organised with excellent attention to detail
• Proactive and comfortable taking ownership of matters
• Able to prioritise and manage multiple tasks across different companies and properties
• Confident with figures, invoices, cash flows and basic accounts
• Persistent in following up outstanding matters until they are resolved
• Comfortable dealing professionally with contractors, managing agents, banks and advisers
• Confident using Microsoft Office, email and task-management systems
• Able to work independently while recognising when matters need to be escalated to the Directors

Pay: £28,000.00-£45,000.00 per year

Work Location: In person