Property Management – Administrator

VACANCY REF: AK3607132

Kingsley is working in partnership with an ambitious and expanding real estate consultancy that is looking to appoint a Property Management Administrator to its’ Liverpool office, to provide administrative support to the Property Management Director, Senior Property Manager and Property Manager.

The role will play a key role in supporting the smooth day-to-day operation of the property management department, ensuring records are maintained accurately, contractor and occupier communications are handled efficiently, and administrative processes are completed to a high standard.

ACCOUNTABILITIES / RESPONSIBILITIES

Administrative Support

• Provide day-to-day administrative support to the property management team.
• Maintain accurate electronic and paper property records.
• Assist with preparing correspondence, reports, meeting packs, and general documentation.
• Manage incoming telephone calls and email enquiries, directing matters appropriately.
• Monitor shared inboxes and ensure enquiries are responded to promptly.

Property & Tenant Administration

• Maintain tenant, leaseholder, contractor, and client contact records.
• Assist with occupier communications regarding maintenance works and property updates.
• Support the onboarding of new properties into management systems.
• Assist with maintaining tenancy and lease documentation records.

Contractor & Maintenance Coordination

• Raise works orders and track progress of maintenance requests.
• Liaise with contractors regarding appointments, quotations, and completion of works.
• Maintain contractor records, insurance documents, and compliance information.
• Assist with scheduling inspections and maintenance visits.

Compliance Administration

• Maintain compliance trackers and records across the managed portfolio.
• Monitor expiry dates for statutory inspections and certificates including:
• Fire risk assessments
• Asbestos reports
• Legionella testing
• Lift inspections
• Electrical testing
• Insurance documentation
• Ensure compliance documents are saved and filed accurately.

Financial Administration

• Process contractor invoices and assist with invoice approvals.
• Support service charge administration and budget record keeping.
• Assist with monitoring purchase orders and expenditure records.
• Liaise with accounts teams regarding invoice queries and arrears information where required.

Meeting & Office Coordination

• Arrange meetings, site visits, and diary appointments for the property management team.
• Prepare meeting agendas and assist with minute taking where required.
• Support general office administration and departmental coordination.

KNOWLEDGE / SKILLS / EXPERIENCE

Essential

• Previous administrative experience within an office environment.
• Excellent organisational and time management skills.
• Strong attention to detail and accuracy.
• Good written and verbal communication skills.
• Professional and confident telephone manner.
• Competent in Microsoft Office applications including Outlook, Word, and Excel.
• Ability to prioritise workload and work effectively within a team.

Desirable

• Previous experience within property, facilities management, or a related industry.
• Familiarity with property management software systems.
• Understanding of property compliance and contractor administration processes.

Behavioural Competencies

• Professional and approachable manner.
• Highly organised and reliable.
• Proactive with a willingness to learn.
• Strong attention to detail.
• Positive and supportive team player.
• Ability to remain calm and efficient under pressure.

Remuneration:

• Basic Salary to £30,000 p.a. (D.O.E.)
• 25 days holiday plus statutory holidays
• Private Healthcare
• Pension Contributions
• and more….

This is an ideal opportunity for an ambitious individual to join an expanding and highly professional consultancy at this pivotal time of expansion.

To apply for this position, please contact Andrew Kingsley on 07879 413 765 or email a copy of your latest CV to [email protected] quoting the position and reference AK3607132 for this role.