Office Administrator (Facilities / Property Team)
Our client is seeking a highly organised, proactive Office Administrator to support day-to-day operations at a flagship build-to-rent asset in Wembley. Working closely with the General Manager and on-site maintenance team, you'll play a key role in keeping operations running smoothly through effective administration, coordination, and communication.
This is a fast-paced, hands-on role where you'll sit at the heart of the team, managing systems, schedules, and contractor interactions. While not a technical facilities role, it offers excellent exposure to property operations and maintenance, making it ideal for someone with strong admin skills who thrives in a busy, service-led environment.
You will act as the go-to person for coordination on-site, supporting both operational efficiency and resident experience. This is a varied role offering real responsibility, with strong long-term development potential within a growing residential platform.
Key Responsibilities:
- Manage diaries, inboxes, and scheduling for the maintenance and management team
- Coordinate contractor visits, including booking appointments and managing site access (keys, fobs, sign-ins)
- Act as the first point of contact for contractors arriving on-site
- Update and maintain records across internal systems (Yardi, HubSpot)
- Process job sheets, invoices, and maintenance records accurately and efficiently
- Issue communications to residents regarding planned or reactive works
- Support the triaging of maintenance requests and ensure timely follow-up
- Provide general office administration support to the wider team
- Work closely with the maintenance team to understand workflows and priorities
- Proven experience in an administration, office support, or coordination role
- Strong organisational skills with the ability to manage multiple tasks and priorities
- Confident using Microsoft Office (Outlook, Excel, Word) and working with databases/systems
- Experience with scheduling, diary management, or coordination tasks
- Excellent communication skills, both written and verbal
- Proactive, detail-oriented, and able to work independently in a busy environment
- Comfortable working full-time on-site in a fast-paced setting
- Exposure to property, facilities, or maintenance environments would be beneficial but not essential
- Opportunity to gain exposure to facilities and property operations
- Funded training (including IOSH qualification after probation)
- Supportive team environment with mentoring from a senior administrator
- Varied, hands-on role with real responsibility and visibility
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