Property Administration Assistant

THE BODY SHOP; Greater London; Hybrid; GBP 28,000 - 36,000; Full time

Job summary

The Body Shop is seeking an organised Property Administration Assistant to support the Property function across the UK retail estate. Hybrid working from the UK Support Office with store/site visits as required.

You will handle day-to-day administration, create and manage vendors, IMOs and POs, and track invoices and budgets. Collaboration with stores, contractors and internal teams is essential for successful maintenance and store reset activities.

Qualifications

• Experience in administration, coordination, finance administration, property, facilities or retail operations support preferred.
• Strong organisation, attention to detail and ability to manage multiple priorities.
• Confident communicator with the ability to build effective relationships with stores, colleagues, suppliers and external partners.
• Comfortable working with purchase orders, invoices, trackers, schedules and basic budget information.
• Experience of SAP, procurement systems, maintenance systems or project trackers would be beneficial.

Responsibilities

• Provide day-to-day administration support to the Property Director and wider Property team.
• Create and maintain vendors, IMOs and purchase orders, receipt completed work and monitor invoices through to payment.
• Support budgeting activity by keeping trackers, schedules and records accurate and up to date.
• Liaise with stores, contractors and internal teams to coordinate maintenance jobs, updates, access arrangements and follow-up actions.
• Arrange landlord and third-party agent property inspections, including diary coordination, store access and action tracking.
• Support the UK store reset project by maintaining project trackers, coordinating store-level activity and following up actions, POs, invoices and supplier updates.
• Escalate risks, delays or issues promptly and help ensure clear, timely communication across stakeholders.

Skills

Administration

Coordination

Budgeting

Vendor management

Communication

Tools

SAP

Procurement systems

Maintenance systems

Project trackers

Job description

The Body Shop

When Anita Roddick founded The Body Shop in 1976, she had a vision. Business as a force for good - that's us. Over 40 years later, we're proud to be pioneering cruelty-free beauty every step of the way. We're the original ethical beauty brand. We've got a thing for empowering people and enriching our planet. We're all about keeping it real, in every way possible. Our activist roots remain a huge part of everything we do, from our iconic window posters to our vegetarian products to our infamous campaigns. We're never afraid to stand up and speak the truth. We like to do things a little differently around here.

The Body Shop is committed to generating positive economic, social and environmental impact. We're fighting for what we believe in now more than ever. No holding back. Breaking the mould has always come naturally to us, and we need someone who's not afraid to mix things up.

Your role in a nutshell

To provide accurate and proactive administration support to the Property function, helping to coordinate day-to-day property, maintenance, finance and project activity across The Body Shop's UK retail estate, including support for the UK store reset project.

Location: UK Support Office / hybrid working, with store or site visits as required

Key Responsibilities

• Provide day-to-day administration support to the Property Director and wider Property team.
• Create and maintain vendors, IMOs and purchase orders, receipt completed work and monitor invoices through to payment.
• Support budgeting activity by keeping trackers, schedules and records accurate and up to date.
• Liaise with stores, contractors and internal teams to coordinate maintenance jobs, updates, access arrangements and follow-up actions.
• Arrange landlord and third-party agent property inspections, including diary coordination, store access and action tracking.
• Support the UK store reset project by maintaining project trackers, coordinating store-level activity and following up actions, POs, invoices and supplier updates.
• Escalate risks, delays or issues promptly and help ensure clear, timely communication across stakeholders.

Key Relationships

• Property Director and Maintenance & Shopfit Manager
• Finance and Accounts Payable
• Retail Operations, Regional Managers and Store Managers
• Contractors, suppliers, landlords and third-party property agents

Experience, Skills and Knowledge

• Experience in administration, coordination, finance administration, property, facilities or retail operations support preferred.
• Strong organisation, attention to detail and ability to manage multiple priorities.
• Confident communicator with the ability to build effective relationships with stores, colleagues, suppliers and external partners.
• Comfortable working with purchase orders, invoices, trackers, schedules and basic budget information.
• Experience of SAP, procurement systems, maintenance systems or project trackers would be beneficial.

Behaviours

• Organised, reliable and proactive.
• Collaborative and customer-focused when supporting stores and colleagues.
• Calm under pressure and confident following up actions.
• Commercially aware, with a focus on accuracy, efficiency and timely delivery.

Measures of Success

• Vendors, IMOs, purchase orders and invoices are managed accurately and on time.
• Property, maintenance, budget and project trackers are current and reliable.
• Stores, contractors and stakeholders receive clear and timely updates.
• Property inspections and UK store reset project actions are well coordinated and followed up.
• The Property Director and wider team receive effective, organised administration support.

Role Impact

This role plays an important part in keeping the Property function organised and responsive, supporting smooth maintenance activity, effective cost control and the delivery of key property projects across The Body Shop's UK retail estate.