Project Department Coordinator

Morden College; United Kingdom; On-site; GBP 30,000 - 40,000; Full time

Job summary

A charity organization in the United Kingdom is seeking a Property Department Coordinator to provide executive support to the Director of Property. This role entails managing communications, preparing reports, and ensuring smooth departmental operations. The ideal candidate will have organizational skills and experience in project coordination, along with proficiency in data management and Microsoft Office tools.

Qualifications

• Strong organisational and time management skills with the ability to manage multiple priorities.
• Experience as an executive assistant, project coordinator, or similar role.
• Confident in analysing data and presenting it in a clear format.

Responsibilities

• Assist the Director of Property with diary and travel arrangements.
• Prepare agendas and minutes for key meetings.
• Collect and analyze data for presentations.

Skills

Organisational skills

Time management

Data analysis

Communication skills

Collaboration

Tools

Microsoft Office

CRM software

Job description

About Morden College

We re Morden College: an almshouse charity with a proud history of providing homes, support,
and care for older people in south-east London for over 300 years. Today, we re building on that
legacy with a clear and ambitious strategy focused on enabling our residents to live as
independently, safely, and meaningfully as possible. We aim to create thriving communities
where every person feels known, valued, and supported.

We provide almshouse accommodation and care services to over 250 older people across two
sites in Blackheath and Beckenham, including our care home. Our vibrant and diverse resident
community enjoys a wide range of events and activities, and each site offers welcoming spaces
for socialising, including bars and Café 19 at the award-winning John Morden Centre.

At the heart of everything we do is a commitment to dignity, purpose, and inclusion. We actively
combat loneliness, challenge ageism, and promote healthy ageing. As part of the Morden
College team, you ll help foster social connection and contribute to a community where both
residents and staff can thrive. We embrace equity, diversity, and technology to deliver
sustainable, high-quality services that make a lasting difference.

Role Overview

We are seeking an organised, proactive, and detail-oriented Property Department Coordinator to provide high-level executive support to the Director of Property and coordination across the department. This pivotal role will combine Executive Assistant responsibilities with departmental coordination, ensuring the smooth running of operations, the effective flow of information, and the delivery of accurate data and reports to internal and external stakeholders.

You will work closely with the Director of Property and two Heads of Function, whose specialist teams manage the organisation s diverse property portfolio. You will play a key role in preparing materials for the Board of Trustees, coordinating the quarterly Property Committee, and supporting departmental projects.

You will ensure timely flow of information and reporting between the team and stakeholders, including SLT, Trustees and suppliers / contractors.

Key Responsibilities

• Executive Assistant to the Director of Property
• Manage the Director s diary, meetings, and travel arrangements.
• Prepare agendas, take minutes of meetings, and follow up actions for key meetings.
• Draft correspondence, briefings, and presentations for the Director.
• Support the Director in tracking actions, deadlines and project progress.

Department Coordination

• Act as the central coordination point across the department, ensuring smooth communication between the Director, Heads of Functions, and their teams.
• Maintain departmental work plans, timelines, and trackers.
• Support tendering processes and analysis
• Manage the adminstration of the Charity s insurance cover and policy
• Organise internal meetings, workshops, and away days.
• Collate and distribute key documents, ensuring version control and accessibility.
• Other tasks that may be reasonably requested, commensurate with the role.

Data Analysis and Presentation

• Collect, analyse, and interpret data from across the property portfolio.
• Prepare high-quality reports, dashboards, and visual presentations for departmental meetings and board submissions.
• Support the Director and Heads of Function in using data to inform decision-making and measure performance.
• Collaborate with both the Head of IT and the Sustainability and Impact Lead, to develop the presentation of data for reporting purposes.
• Ensure data is accurate, consistent, and compliant with organisational policies.

Board and Committee Support

• Coordinate quarterly Property Committee meetings: arrange logistics, prepare and circulate papers, and take accurate minutes.
• Work with the Director to prepare papers and reports for the Board of Trustees.
• Ensure all governance requirements are met in relation to committee administration.

Skills, Experience & Attributes

Essential:

• Strong organisational and time management skills with the ability to manage multiple priorities, working with various stakeholders.
• Experience as an executive assistant, project coordinator, or similar role.
• Confident in analysing data and presenting it in a clear, accessible format, and proficient in using data management systems such as Microsoft Dynamics, CRM.
• Proficient in Microsoft Office (Excel, PowerPoint, Word, Outlook) and comfortable with digital collaboration tools.
• Excellent written and verbal communication skills.
• A collaborative approach with the ability to build strong working relationships.

Desirable:

• Experience in a property, facilities, or asset management context.
• Knowledge of governance processes in not-for-profit organisations.
• Understanding of performance measurement and KPI reporting.