Built Environment Administrator

Allscreens Nationwide Ltd; Exeter; On-site; GBP 26,000 - 34,000; Full time

Benefits offered by this job

Plant-based meals

Gym classes

Kitchen garden

Visa sponsorship

Company benefits

Job summary

Oxygen House Limited is seeking a hands-on Built Environment Administrator to join our team at Oxygen House, Exeter. You will support the Property Coordinators, Head of Built Environment and Head of Portfolio Operations with administrative, operational and project duties across a diverse portfolio.

Join a dynamic environment focused on sustainability and asset operations, with exposure to residential and commercial settings and opportunities to drive efficiency and reporting.

Qualifications

• Enthusiastic and proactive administrator with organisational skills.
• Ability to coordinate across property, facilities and portfolio operations.
• Comfort with data reporting, compliance records and documentation.

Responsibilities

• Provide day-to-day administrative and operational support to the Built Environment team.
• Assist with planning, organising and tracking property and portfolio projects.
• Coordinate maintenance works and track progress and records.
• Liaise with contractors and suppliers, obtain quotations and schedule works.
• Maintain property records, logs, lease information and asset data.
• Support scheduling statutory inspections and compliance records.
• Prepare reports, dashboards and budget-related information.
• Process purchase orders, invoices and budget tracking.
• Assist tenants and occupiers with enquiries and service quality.
• Organise meetings, take minutes and monitor project actions.
• Contribute to process improvements across the team.

Skills

Administrative support

Project coordination

Communication

Data reporting

Systems management

Tools

Property management systems

Compliance records software

Job description

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

Applications will be reviewed on a rolling basis, so early applications are encouraged.

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.

Job requirements

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.

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
• 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.