Administrator/coordinator in Facilities and Pro

ZipRecruiter; Oxford; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading property management firm seeks an experienced Assistant Administrator to support its facilities and property management teams across multiple properties. The role includes administrative tasks, work order management, compliance assurance, and tenant coordination. The ideal candidate will possess strong organizational skills, proficiency in property management software, and the ability to manage multiple priorities effectively.

Benefits

Medical, dental, and vision plans

401K with match

Generous PTO

Qualifications

• Candidates with experience in a property management setting a plus.
• Ability to multitask and prioritize under deadlines.

Responsibilities

• Management of schedule, appointments, and correspondence.
• Input and dispatch work orders using maintenance management systems.
• Assist with vendor contracts and invoice reconciliation.
• Address tenant service requests and maintain relationships.
• Conduct property inspections to maintain safety.

Skills

Organizational skills

Communication skills

Proficiency in property management software

Knowledge of maintenance procedures

Knowledge of budgeting

Regulatory compliance knowledge

Job description

Job DescriptionJob Description

Haynes Development is seeking an experienced Assistant Administrator in Facilities and Property Management of multiple properties including 162 apartment units and over 300,000 square feet of leased commercial space.

The Assistant Administrator supports the daily operations of facilities and property management teams. This role involves administrative, organizational and customer service responsibilities to ensure efficient property and facilities management.

CANDIDATES WITH EXPERIENCE IN A PROPERTY MANAGEMENT SETTING A PLUS

Key Responsibilities:

Administrative Support:

• Management of schedule, appointments and correspondence for the facilities department
• Maintain records including lease agreements, contracts and compliance documentation
• Prepare reports, spreadsheets and presentations as needed.

Work Order Management

• Input and dispatch work orders using maintenance management systems
• Track preventative maintenance schedules and coordinate inspections of key building systems

Vendor and Cost Management

• Assist with the bidding processes, vendor contracts, insurance tracking and invoice reconciliation.
• Monitor labor and material costs for accurate billing.

Tenant and Staff Coordination

• Address tenant service requests and maintain positive tenant relationships
• Supervise staff or contractors as directed by the facilities manager

Compliance and Quality Assurance

• Ensure properties comply with local regulations and organizational policies
• Conduct property inspections to maintain safety and quality standards

Skills and Qualifications

• Strong organizational and communication skills
• Proficiency in property management software (AppFolio, Yardi or CMMS)
• Knowledge of maintenance procedures, budgeting and regulatory compliance
• Ability to multitask and prioritize effectively under deadlines

HAYNES provides excellent medical/dental and vision plans; 401K with match; generous PTO and more! Looking for enthusiastic and flexible candidates to join this TEAM!