Estate Coordinator

Ballymore; Greater London; On-site; GBP 29,000 - 38,000; Full time

Job summary

Ballymore is recruiting an Estate Coordinator for Wardian in Canary Wharf (E14). The role supports the Estate Management team to ensure smooth delivery of property management services across the development.

You will coordinate administrative processes, assist with compliance activities, and drive operational excellence for residents, leaseholders, clients and internal stakeholders. The ideal candidate is highly organised, detail-oriented, and skilled in reporting, communication, and MS Office.

Qualifications

• Previous experience in an administrative, coordinator, property management, customer service, or operations support role.
• Excellent organisational and time management skills.
• Exceptional attention to detail and accuracy.
• Strong written and verbal communication skills.
• Experience managing multiple priorities in a fast-paced environment.
• Confidence preparing reports, trackers, and documentation.
• The ability to work both independently and collaboratively within a team.
• Experience within residential property management, facilities management, or real estate would be advantageous but is not essential.

Responsibilities

• Prioritise workloads to ensure deadlines and targets are met effectively.
• Manage written correspondence, emails, and documentation relating to property management activities.
• Handle confidential and sensitive information with discretion and professionalism.
• Coordinate diaries, schedule meetings, and organise appointments as required.
• Prepare meeting agendas and distribute meeting invitations.
• Attend meetings and accurately record minutes when required.
• Support grievance meetings across the portfolio through minute-taking and administration.
• Maintain effective electronic and paper filing systems, ensuring the Estate Office runs efficiently at all times.
• Liaise with internal departments and external stakeholders to ensure seamless communication and service delivery.
• Assist with property management reporting and administrative activities, including compliance data reviews, lease summaries, management framework agreements, infringement tracking, service charge administration.
• Support the Estate Manager with ad hoc projects and operational tasks.
• Participate in regular site inspections and provide accurate reports and observations.
• Assist in producing reports and tracking documents relating to service charge budgets and expenditure.
• Support the maintenance of landlord liability registers.
• Assist in compiling quarterly client reporting packs and management reports.
• Prepare management packs and supporting documentation.
• Quality check communications before they are issued to residents and leaseholders.
• Communicate professionally with residents, leaseholders, contractors, and stakeholders both verbally and in writing.
• Ensure resident databases and records remain accurate and up to date.
• Support consultation processes and resident communications when required.
• Assist with Section 20 consultation preparation and administration.
• Maintain and update team trackers, KPI reports, and performance data.
• Monitor and coordinate key property management activities, including lease statuses, service charge budgeting and demands, certified accounts, service charge credit control, landlord liability registers, operational issues, recruitment and staffing updates.
• Coordinate and monitor on-site projects, ensuring deadlines are followed and progress updates are obtained and communicated appropriately.
• Provide oversight and coordination for Building Safety Act-related programmes and compliance initiatives.
• Work closely with departments across the business to gather and distribute information as required.

Tools

Microsoft Office Suite

Job description

Job Description

Estate Coordinator - Permanent, Canary Wharf (E14)

Ballymore is an independently owned property developer with a reputation for delivering some of the UK's most distinctive residential and mixed-use developments. Our communities are carefully designed to create exceptional places to live, work and thrive. Wardian is one of London's most iconic residential developments, known for its luxury living experience, stunning architecture, and world-class resident services.

We are seeking a highly organised and proactive Estate Coordinator to join our team at Wardian. This is an excellent opportunity for an administrative professional with strong organisational skills and a passion for delivering exceptional customer service within a residential property management environment.

The Role

As Estate Coordinator, you will play a key role in supporting the Estate Management team and ensuring the smooth delivery of property management services across the development. You will act as a central point of coordination, overseeing administrative processes, supporting compliance activities, assisting with resident communications, and helping drive operational excellence across the estate.

The successful candidate will be highly organised, detail-oriented, able to manage multiple priorities, and committed to delivering a first-class service to residents, leaseholders, clients, and internal stakeholders.

Key Responsibilties

Administration & Coordination

• Prioritise workloads to ensure deadlines and targets are met effectively.
• Manage written correspondence, emails, and documentation relating to property management activities.
• Handle confidential and sensitive information with discretion and professionalism.
• Coordinate diaries, schedule meetings, and organise appointments as required.
• Prepare meeting agendas and distribute meeting invitations.
• Attend meetings and accurately record minutes when required.
• Support grievance meetings across the portfolio through minute-taking and administration.
• Maintain effective electronic and paper filing systems, ensuring the Estate Office runs efficiently at all times.
• Liaise with internal departments and external stakeholders to ensure seamless communication and service delivery.

Property Management Support

• Assist with property management reporting and administrative activities, including:
  • Compliance data reviews
  • Lease summaries
  • Management framework agreements
  • Infringement tracking
  • Service charge administration
• Support the Estate Manager with ad hoc projects and operational tasks.
• Participate in regular site inspections and provide accurate reports and observations.
• Assist in producing reports and tracking documents relating to service charge budgets and expenditure.
• Support the maintenance of landlord liability registers.
• Assist in compiling quarterly client reporting packs and management reports.
• Prepare management packs and supporting documentation.

Resident & Stakeholder Engagement

• Quality check communications before they are issued to residents and leaseholders.
• Communicate professionally with residents, leaseholders, contractors, and stakeholders both verbally and in writing.
• Ensure resident databases and records remain accurate and up to date.
• Support consultation processes and resident communications when required.
• Assist with Section 20 consultation preparation and administration.

Performance & Compliance

• Maintain and update team trackers, KPI reports, and performance data.
• Monitor and coordinate key property management activities, including:
  • Lease statuses
  • Service charge budgeting and demands
  • Certified accounts
  • Service charge credit control
  • Landlord liability registers
  • Operational issues
  • Recruitment and staffing updates
• Coordinate and monitor on-site projects, ensuring deadlines are followed and progress updates are obtained and communicated appropriately.
• Provide oversight and coordination for Building Safety Act-related programmes and compliance initiatives.
• Work closely with departments across the business to gather and distribute information as required.

About You

We are looking for someone who has:

• Previous experience in an administrative, coordinator, property management, customer service, or operations support role.
• Excellent organisational and time management skills.
• Exceptional attention to detail and accuracy.
• Strong written and verbal communication skills.
• Experience managing multiple priorities in a fast-paced environment.
• Confidence preparing reports, trackers, and documentation.
• Excellent Microsoft Office skills, particularly Word, Excel, Outlook, and Teams.
• A professional and resident-focused approach.
• The ability to work both independently and collaboratively within a team.
• Experience within residential property management, facilities management, or real estate would be advantageous but is not essential.

We operate as an equal opportunities employer.