Portfolio Property Coordinator

oxygenhouse; Exeter; On-site; GBP 32,000 - 52,000; Full time

Benefits offered by this job

Freshly cooked plant-based meals

Gym classes

Kitchen garden

Company benefits package

Job summary

Oxygen House Limited is seeking a Portfolio Property Coordinator to support day-to-day management of a diverse property portfolio, covering residential, commercial and holiday lets. You will oversee maintenance, tenant relations, and lease compliance while handling data, legal docs, and admin tasks.

The role blends facilities coordination with property management, requiring quick learning, strong organization, and proactive problem-solving in a fast-paced environment.

Qualifications

• Ability to learn quickly across residential, commercial and holiday-let properties.
• Experience coordinating maintenance, tenant relations, and lease compliance.
• Proactive handling of property-related legal/documentation.
• Strong data management and reporting capabilities.

Responsibilities

• Tenant and Lease Management: manage leases, tenancy terms, and tenant inquiries related to property maintenance.
• Property Portfolio Management: track maintenance tasks across diverse portfolio including residential, commercial and holiday lets.
• Facilities Coordination: oversee preventative and reactive maintenance with cost-conscious scheduling.
• Contractor and Supplier Liaison: coordinate external contractors and suppliers for timely, high-quality work.
• Portfolio Data Management: maintain accurate property records, logs, and compliance documents.
• Reporting: provide updates on portfolio performance, upkeep needs and budget use.
• Regulatory Compliance: ensure health & safety, lease terms and environmental standards compliance.
• Budget Monitoring: track expenses and ensure adherence to budget.
• Acquisitions & Disposals Support: assist with due diligence and documentation for asset changes.
• Customer & Tenant Relations: maintain strong lines of communication and resolve issues promptly.
• Key & Access Control Management: oversee secure access across all properties.
• Process Improvements: identify and implement workflow improvements using digital tools.

Skills

Quick learner

Highly organised

Excellent communicator

Proactive problem solver

Customer-focused

Attention to detail

Legal and compliance savvy

Tech-savvy

Tools

Property management software

Data management tools

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 seeking an adaptable and detail-oriented Portfolio Property Coordinator to join our team, where you will be responsible for supporting the day-to-day management of our diverse property portfolio. This role is split between facilities and property coordination and lease/tenant management, covering residential, commercial, and holiday home properties. You will oversee both preventative and reactive maintenance, coordinate with contractors, manage tenant relationships, and ensure compliance with legal requirements.

In addition to property management, you will also handle data, legal documentation, and property-related administrative tasks. If you're someone who learns quickly, thrives in a varied environment, and enjoys working across multiple property types, this is the role for you.

Key Responsibilities

• Tenant and Lease Management: Act as a point of contact for tenants, manage lease agreements, ensure compliance with tenancy terms, and handle tenant queries or issues related to property maintenance.

• Property Portfolio Management: Oversee and track maintenance tasks across a diverse property portfolio, balancing the specific needs of residential, commercial, and holiday let properties.

• Facilities Coordination: Oversee both preventative and reactive maintenance tasks across residential, commercial, and holiday home properties. Ensure timely completion of work while maintaining cost-efficiency.

• Contractor and Supplier Liaison: Coordinate with external contractors for maintenance, repairs, and property improvements, ensuring high-quality standards, adherence to deadlines, and cost-effectiveness.

• Portfolio Data Management: Maintain accurate property records, including maintenance logs, tenant details, lease agreements, and compliance documentation.

• Reporting: Provide periodic reports on portfolio performance, property upkeep needs, contractor efficiency, and budget utilisation.

• Regulatory Compliance & Legal Oversight: Maintain compliance with legal and regulatory requirements, including health and safety, lease terms, and environmental standards. Handle property-related legal documentation and ensure properties meet statutory obligations.

• Budget Monitoring & Cost Control: Track and manage expenses related to property maintenance, ensuring financial discipline while aligning with budgetary constraints.

• Property Acquisitions & Disposals Support: Assist with asset acquisitions, disposals, and portfolio improvements by managing due diligence, documentation, and operational requirements.

• Customer & Tenant Relations: Ensure high levels of tenant satisfaction by addressing queries, resolving maintenance issues promptly, and maintaining strong communication with property occupants.

• Key & Access Control Management: Oversee key distribution and secure access across residential, commercial, and holiday properties to maintain security and operational efficiency.

• Process & Workflow Improvements: Identify opportunities to enhance property management processes, leveraging digital tools and streamlining workflows to improve operational efficiency.

About You

• Quick Learner: You are able to quickly absorb new information and processes, whether it’s specific to residential, commercial, or holiday let property management.

• Dynamic and Adaptable: You thrive in a fast-paced environment with a varied set of tasks and responsibilities, ensuring smooth operations across different property types.

• Proactive Problem Solver: You take the initiative to address issues and manage property-related concerns independently, whether related to maintenance, tenant queries, or legal matters.

• Highly Organised: You excel at managing multiple tasks across a diverse portfolio, ensuring that maintenance, tenant relations, and legal obligations are handled efficiently and effectively.

• Excellent Communicator: You are skilled in communicating with tenants, contractors, and legal professionals, maintaining positive relationships and ensuring smooth coordination.

• Customer-Focused: You pride yourself on providing excellent service to tenants, ensuring their needs are met and any issues are resolved promptly.

• Attention to Detail/thoroughness in task completion: You have the ability to produce precise and error-free work, together with the ability to complete tasks with a high degree of thoroughness and care, recognising that even small improvements and marginal gains can lead to significant overall success.

• Legal and Compliance Savvy: While not a legal expert, you have an understanding or the ability to learn and understand the key legal aspects of property management, particularly related to leases and compliance.

• Tech-Savvy: Comfortable working with data management tools and property management software to track schedules, maintenance logs, and legal documentation.

This is a varied and hands-on role where no two days are the same. You will be at the heart of property management, dealing with a mix of maintenance tasks, tenant relations, legal aspects, and data management across a wide-ranging property portfolio. If you’re someone who is quick to adapt, thrives in a diverse environment, and enjoys a challenge, we’d love to hear from you.

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

Health 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.

Applicants must have the legal right to work in the UK without sponsorship.