Central Administrator

Cobalt Consulting (UK) Ltd; Greater London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A property management company in Greater London is seeking a proactive and well-organised Central Administrator. In this role, you will provide administrative support across Commercial Property management, ensuring effective communication with internal teams, tenants, and contractors. Key responsibilities include managing property issues, utility accounts, and compliance processes. Ideal candidates should have strong IT skills, excellent communication abilities, and attention to detail.

Qualifications

• Ability to work effectively in a fast-paced environment.
• Approachable and confident with clients.
• Punctual and reliable with strong organizational skills.

Responsibilities

• Provide administrative support across the Commercial Property department.
• Log tickets for reported property issues and manage job orders.
• Generate and manage purchase orders for repair works.
• Assist with health and safety compliance processes.
• Liaise with utility suppliers and maintain records.
• Submit contractor invoices and resolve discrepancies.
• Act as the first point of contact for commercial tenants.
• Issue work instructions to contractors.

Skills

Client-focused

Strong IT literacy (Word, Excel)

Excellent written and verbal communication

High attention to detail

Strong numeracy

Self-motivated

Reliable

Organised

Job description

This company are seeking a proactive and well‑organised Central Administrator to join the in‑house Commercial Property Management team. This role offers the opportunity to work within a high‑performing team responsible for a varied and notable UK‑wide portfolio. You will act as a central coordination point, supporting the smooth running of departmental processes and ensuring effective communication across internal teams, tenants, and contractors.

Key Responsibilities

General Administration & Department Coordination

• Provide day‑to‑day administrative support across the Commercial Property department.
• Act as a primary contact for tenants and contractors, responding to queries promptly and professionally.
• Work closely with Property Managers and key internal teams including Lettings, Residential, Service Charge, and Legal.

Ticketing & Job Order Management

• Log tickets for reported property issues and raise job orders as instructed by Property Managers.
• Monitor, update, and track job progress through to completion.

Purchase Order (PO) Administration

• Generate purchase orders for all commercial repair works.
• Distribute POs to contractors daily and make amendments where required.
• Obtain and file contractor quotations.
• Close POs following confirmation of completed works.

Health & Safety Compliance

• Assist with the department's health and safety processes.
• Arrange and coordinate audits and, where required, attend site visits to verify remedial works.
• Participate in monthly compliance meetings and help maintain audit schedules.
• Compile and circulate compliance statistics and support the coordination of remedial activities.

Utilities Management

• Set up and close utility accounts (gas, water, electricity) for both commercial and residential assets.
• Liaise with suppliers to resolve billing or service issues.
• Maintain accurate records of utility accounts and contracts.
• Support with meter readings and tenant changeovers.

Finance & Invoicing Support

• Submit contractor invoices to Accounts for processing.
• Investigate invoice discrepancies and ensure timely resolution.
• Carry out weekly invoice checks and status updates.

Tenant Liaison

• Act as the first point of contact for commercial tenants.
• Support Property Managers with queries related to repairs, service charges, utilities, and insurance.
• Maintain professional and effective communication at all times.

Contractor Coordination

• Issue clear work instructions to contractors and manage updates on outstanding jobs.
• Maintain PO trackers and handle invoice queries.

Additional Administrative Duties

• Manage key distribution and tracking.
• Coordinate diary arrangements for the Commercial Property team.
• Manage the team's administrative and utilities email inboxes.
• Attend supplier review meetings (e.g., cleaning contractors).
• Oversee telephone system setup, including call diversions during staff absence.

Key Competencies

• Approachable, confident, and client‑focused
• Ability to work effectively in a fast‑paced environment
• Self‑motivated, with strong independent working skills
• Friendly, personable team player
• Excellent written and verbal communication
• Strong IT literacy (Word, Excel)
• High attention to detail and strong numeracy
• Reliable, punctual, and organised