Portfolio Coordinator - Occupier Services

Colliers International EMEA; Greater London; On-site; GBP 60,000 - 80,000; Full time

Job summary

A leading commercial real estate services company in the UK is seeking a Portfolio Co-ordinator to assist with coordinating property services and managing budgetary activities. This role involves liaising with clients and internal teams to ensure smooth operations and effective communication. The ideal candidate will have strong organisational skills and knowledge of property management processes. This position is office-based in Greater London.

Qualifications

• Intermediate level knowledge of Microsoft Office products.
• Strong coordination and organisational skills.
• Excellent communication and interpersonal skills.
• Attention to detail with a high standard of accuracy.
• Knowledge of facilities and property management processes.
• Financial awareness with the ability to assist in budgeting.
• Strong administrative capability.
• Proactive approach to problem-solving.
• Effective time management skills.

Responsibilities

• Co-ordinate monthly and quarterly meetings.
• Arrange property inspections and manage diaries.
• Assist with contractor service provision.
• Support preparation of service charge budget.
• Liaise between client teams and internal accountants.
• Manage inbox as point of contact for tenants.
• Log and manage insurance claims from tenants.
• Collaborate with colleagues and consultants.
• Assist in regular client updates.
• Ensure up-to-date tracking documents.

Skills

Intermediate level knowledge of Microsoft Office products

Strong coordination and organisational skills

Excellent communication and interpersonal skills

Attention to detail

Knowledge of facilities and property management

Financial awareness

Strong administrative capability

Proactive approach to problem-solving

Effective time management

Job description

Company Description

Colliers is a leading commercial real estate services company, providing a full range of services to real estate occupiers, developers, and investors on a local, national, and international basis. Services include brokerage sales and leasing (landlord and tenant representation), real estate management, valuation, consulting, project management, project marketing and research. We provide our services across the core sectors (office, industrial, retail and hotel) as well as many specialised property types.

The UK business is headquartered in London, with over 1200 specialists throughout 16 offices across the UK and Ireland.

Job Description

Reporting into the Director, the role of Portfolio Co‑ordinator is to work closely with the lead FM and surveyor team to assist with and co‑ordinate property services, project activity and support management of associated budgetary cost management across client portfolios.

• Co‑ordination of monthly and quarterly meetings, update and manage diaries
• Arranging and assisting with property inspections, ensuring that property files are up to date
• Assist with contractor service provision across a combination of commercial and residential properties to support with planned and reactive building maintenance provisions
• Support with preparation of service charge budget and reconciliation packs.
• Liaison between client teams and internal accountants
• Inbox management - acting as a principle point of contact for tenants for building issues, passed through to client contacts
• Work with client teams to log and manage insurance claims from tenants
• Collaborate with internal colleagues, 3rd party consultants and contractors to develop solutions for clients.
• Assist in regular client updates on project progress, findings, and recommendations, maintaining clear communication channels.
• Maintain and update tracker documents to keep clients informed about the status of surveying activity, inspections, and ongoing projects.
• Client meeting attendance and monitoring actions agreed with clients and colleagues on ongoing activities.

Qualifications

• Intermediate level knowledge of Microsoft Office products
• Strong coordination and organisational skills with the ability to manage meetings, inspections, diaries, and multiple ongoing activities across client portfolios.
• Excellent communication and interpersonal skills, able to liaise confidently with clients, tenants, surveyors, contractors, and internal teams.
• Attention to detail with a high standard of accuracy when maintaining property files, trackers, service charge packs, and project documentation.
• Knowledge of facilities and property management processes, including planned and reactive maintenance, contractor coordination, inspections, and compliance.
• Financial awareness with the ability to assist in preparing service charge budgets, reconciliation packs, and cost‑management information.
• Strong administrative capability, including meeting preparation, minute‑taking, action tracking, and maintaining up‑to‑date records.
• Proactive approach to problem‑solving, able to support the development of solutions for clients and ensure timely resolution of issues.
• Effective time management with the ability to prioritise tasks, respond to tenant enquiries promptly, and keep activities on schedule.

Additional Information

Please tell us what would help you take part and give enough practical detail for us to arrange it. We will handle your request confidentially, and it will not affect how you are assessed. We make reasonable adjustments in line with the Equality Act 2010.

At Colliers, we empower people to perform at their best. As a Disability Confident Employer, we want every candidate to feel welcome. If anything would help you take part in our process, such as extra time or rest breaks, step‑free access, or a different interview format, please tell us in your application. You are not expected to share a diagnosis or medical history.

Colliers is proud to be an equal opportunities employer. We do not discriminate on the basis of age; disability; gender; gender reassignment; marriage and civil partnership; pregnancy and maternity; race (including colour, nationality and ethnic or national origins); religion or belief; sex; or sexual orientation. We also value diverse experience and neurodiversity.

We are not engaging with recruitment agencies at this time. Unsolicited CVs will not be considered and treated as gifts.