Built Environment Administrator

Oxygen House; Exeter; On-site; GBP 26,000 - 36,000; Full time

Benefits offered by this job

Pension (matched up to 5%)

Private medical insurance

25 days annual leave

Job summary

Oxygen House Limited is seeking a Built Environment Administrator to join our team at Exeter Business Park. You will provide administrative, operational and project support across our diverse property portfolio, coordinating maintenance, compliance, reporting and supplier liaison.

You’ll gain exposure to residential, commercial and office environments while developing knowledge across property, facilities and asset operations in a dynamic, sustainable business setting.

Qualifications

• Highly organised with excellent attention to detail.
• Proactive and willing to help wherever needed.
• Able to manage multiple tasks and changing priorities.
• Confident communicator with diverse stakeholders.
• Customer-focused with a can-do attitude.
• Keen to develop knowledge across property, facilities and business operations.
• Proficient in Microsoft Office.
• Able to work independently and in a team.

Responsibilities

• Provide day-to-day administrative and operational support.
• Assist with planning, organising and tracking property, facilities and portfolio projects.
• Support coordination of maintenance works, raising jobs and tracking progress.
• Assist with contractor and supplier liaison, quotations and scheduling.
• Maintain accurate property records, including maintenance logs and lease information.
• Assist with scheduling statutory inspections and maintaining compliance records.
• Support the preparation of reports, dashboards and performance information.
• Assist with purchase orders, invoices and budget tracking.
• Respond to tenant and occupier enquiries with high service.
• Maintain property management systems and data.
• Organise meetings, agendas and minutes; monitor actions.

Skills

Organised

Attention to detail

Proactive

Task management

Communication

Customer-focused

Curious

Microsoft Office

Tech-savvy

Independent & collaborative

Confidential handling

Tools

Microsoft Office (Outlook, Excel, Teams)

Job description

Location: Oxygen House, Exeter Business Park, EX1 3LH

Term: Full time,Permanent

Hours: 40 hours per week

Salary: Competitive + Benefits

Oxygen House Limited is more than just a company; we're a curious and optimistic community dedicated to building a sustainable future. We sit at the heart of Oxygen House Group, a family of privately-owned responsible businesses involved in renewable energy, biodiversity restoration and conservation, education technology, city planning and sustainable property development.

Our award-winning building is one of the most innovative commercial office spaces in the region, designed with sustainability and employee well-being in mind.

About the Role

We are looking for an enthusiastic, organised and proactive Built Environment Administrator to join our growing Built Environment team.

This is an exciting opportunity for someone looking to build a career in property, facilities management and portfolio operations. Working alongside our Property Coordinators, Head of Built Environment and Head of Portfolio Operations, you will provide administrative, operational and project support across our diverse property portfolio.

No two days will be the same. One day you may be supporting our coordinators with contractors and arranging maintenance works, the next supporting property improvement projects, updating compliance records, analysing portfolio data or helping prepare reports for senior management.

You’ll gain exposure to residential, commercial and office environments whilst developing a broad understanding of property management, facilities management and asset operations.

In this integral position, we’re on the lookout for a dynamic and skilled individual to lead the coordination of Property and Facilities Management services.

Acting as the first point of contact for any facilities and building queries, your focus will be on implementing best practices and innovative methods to manage efficiency, operating costs, and sustainability, ensuring a safe and efficient environment aligning with company goals.

Key Responsibilities

• Team Support: Provide day-to-day administrative and operational support to the Property Coordinators, Head of Built Environment and Head of Portfolio Operations across a wide range of activities.
• Project Co-ordination: Assist with planning, organising and tracking property, facilities and portfolio improvement projects, ensuring actions, deadlines and documentation are kept up to date.
• Maintenance Administration: Support the coordination of planned and reactive maintenance works, raising jobs, tracking progress and ensuring records are maintained.
• Contractor Co-ordination: Assist our Coordinators with contractor and supplier liaison and visits, obtain quotations, schedule works and monitor completion.
• Property Administration: Maintain accurate property records, including maintenance logs, compliance documentation, lease information and asset data.
• Compliance Support: Assist with scheduling statutory inspections, maintaining compliance records and ensuring documentation is complete and accessible.
• Reporting & Data: Support the preparation of reports, dashboards and performance information relating to the property portfolio, projects and budgets.
• Financial Administration: Assist with purchase orders, invoice processing, quotation comparisons and budget tracking.
• Tenant & Occupier Support: Help respond to tenant and occupier enquiries, escalating issues where appropriate and ensuring a high level of customer service.
• Systems Administration: Maintain property management systems, digital filing structures and databases to ensure information is accurate and up to date.
• Meeting & Project Administration: Organise meetings, prepare agendas, take minutes and monitor actions arising from projects and operational meetings.
• Continuous Improvement: Support improvements to processes, systems and ways of working across the Built Environment team.
• General Business Support: Provide flexible support across the wider team as priorities change, developing knowledge across all aspects of property, facilities and portfolio operations.

About You

We're looking for someone who enjoys variety, is eager to learn and has an interest in property and facilities management.

You will be:

• Highly organised with excellent attention to detail.
• Proactive and willing to get involved wherever support is needed.
• Comfortable managing multiple tasks and changing priorities.
• A confident communicator who enjoys working with a wide variety of people.
• Customer-focused with a positive, can-do attitude.
• Curious and keen to develop knowledge across property, facilities and business operations.
• Confident using Microsoft Office, particularly Outlook, Excel and Teams.
• Comfortable learning new systems and technology.
• Able to work both independently and collaboratively within a busy team.
• Reliable, professional and able to handle confidential information appropriately.

Desirable Experience

Whilst not essential, experience in any of the following would be advantageous:

• Property and facilities administration
• Project administration or coordination
• Customer service
• Compliance administrationFinance or purchase order administration
• Data management or reporting
• Working with contractors or suppliers

Development Opportunity

This role has been designed as a development position, providing exposure to all aspects of the Built Environment function. You will work closely with experienced colleagues across residential property, commercial property, facilities management and portfolio operations, developing the skills and knowledge required to progress into a Property Coordinator or other operational roles within the business.

Why join us

We are very fortunate to have a wonderful working environment, providing us with holistic work perks such as freshly cooked plant-based food served daily by our talented catering team, regular energising gym classes, and a relaxing kitchen garden to rest and socialise in.

On top of this you will have the opportunity to participate in our broad and extensive range of company benefits, these include:

• Family and Finance Benefits - Enhanced parental leave, Contributory pension (matched up to 5%), Group life assurance, Employee assistance programme
• Heath Benefits - Private medical insurance, Private dental insurance, Virtual GP, Eyecare vouchers, Flu Vaccinations
• Green Benefits - Green travel incentive, Cycle to work scheme, Electric car scheme and charging
• Annual Leave - 25 days’ holiday, rising by 1 day per year to a maximum of 30 days

Oxygen House is an equal opportunities employer and welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation, or age.

At Oxygen House Limited, we are committed to cultivating an inclusive and equitable environment where all individuals can thrive and make an impact. As we grow and innovate, we are dedicated to bringing onboard the best talent and are proud to offer visa sponsorship to exceptional candidates who resonate with our values and vision, driving our business forward. This is an exciting journey for Oxygen House Limited and we’re looking forward to hearing from you.