Administration Assistant

Stef & Philips Limited; London; On-site; GBP 28,000 - 33,000; Full time

Job summary

A leading company in property and investment is seeking a Sales Admin Assistant to support the Head of Investments and Procurement. This role involves managing administrative tasks related to property acquisitions and requires strong organisational skills and proficiency in Microsoft Office. Join a dynamic team and contribute to various projects in a fast-paced environment, with opportunities for personal development and perks like private health insurance, additional holiday days, and a referral scheme.

Benefits

Private health insurance with Vitality

Additional holiday days for long service – up to 28 days

Birthday off

One well-being day off per year

Maternity/Paternity Pay

Pension schemes increase – after 2 years

Daily Fresh fruit

Celebration of tenure

Qualifications

• Experience with property or investments is ideal but not essential.
• High attention to detail and accuracy in documentation.
• Proficiency in managing spreadsheets and databases.

Responsibilities

• Provide direct administrative support to the Head of Investments and Procurement.
• Assist in onboarding processes for properties and investment opportunities.
• Maintain and update internal tracking systems and spreadsheets.

Skills

Organisational skills

Time management

Attention to detail

Communication skills

Tools

Microsoft Office Suite

CRM systems

Job description

• Southgate, London , England , United Kingdom
• £28,000 - £33,000 per year

The Role

We’re looking for a highly organised and proactive Sales Admin Assistant to support our Head of Investments and Procurement. This role is key to ensuring the smooth onboarding of new properties and investment opportunities. You’ll be responsible for managing the admin side of the acquisition process — updating spreadsheets and systems, scheduling meetings and calls, tracking progress, and coordinating with internal teams. This is an excellent opportunity for someone who thrives in a fast-paced environment, has great attention to detail, and wants to be part of a growing property and investment team.

Job requirements

Main Duties & Responsibilities

Provide direct administrative support to the Head of Investments and Procurement.

Assist in the onboarding process of new properties and investment opportunities.

Maintain and update internal tracking systems, spreadsheets, and CRM platforms with property and investor data.

Coordinate and schedule meetings, viewings, and investor calls.

Prepare and circulate meeting agendas, minutes, and follow-up actions.

Ensure accurate documentation is filed and stored appropriately (contracts, due diligence, compliance paperwork).

Liaise with internal departments (e.g., legal, compliance, finance) to support onboarding workflows.

Handle incoming emails and calls related to investment and property acquisition inquiries.

Produce weekly and monthly reports for internal stakeholders.

Support general admin duties as needed to ensure smooth operational flow.

Skills & Knowledge

Strong organisational and time management skills.

Proficiency in Microsoft Office Suite, particularly Excel and Outlook.

Comfortable working with spreadsheets, databases, and CRM systems.

High level of attention to detail and accuracy.

Clear written and verbal communication skills.

Ability to manage multiple tasks and deadlines efficiently.

A proactive and can-do attitude towards problem-solving and supporting the wider team.

Discretion and confidentiality when handling sensitive information.

Ideal but not Essential

Previous experience in property, investments, or a sales support environment.

Familiarity with onboarding processes for residential

Experience using property or investment-related CRM software (e.g. Salesforce, or similar).

An understanding of the UK property market and related administrative processes.

Basic knowledge of compliance and documentation related to property transactions.

Additional holiday days for long service – up to 28 days

Celebration of tenure

3 years £500

5 years £1000

10 years £5000

Private health insurance with Vitality

Birthday off

One well-being day off per year

Maternity/Paternity Pay

Pension schemes increase – after 2 years.

£500 referral scheme for staff who refer a new employee, paid upon passing probation.

Daily Fresh fruit

Diversity & Inclusion

Stef & Philips is built on acceptance, respect, and inclusion, where everyone feels that they belong and can make a meaningful contribution. We encourage applicants regardless of religion, ethnicity, nationality, disability status, sex, sexual orientation, gender identity, family, or parental status. If you need any assistance or accommodation during the recruitment process, please let us know.

We’d be delighted if you tick off all our boxes, but we also believe it’s just as important we tick all of yours. If you think you have most of what we’re looking for but not everything, go ahead and apply. We’d still love to hear from you!