Property Administrator

SAVILLS; Greater London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading property management firm is seeking an Administrator to support the property management team based in Greater London. The role involves providing surveying support, managing client queries, and handling budget tasks. Ideal candidates have strong organizational skills and are proficient in Microsoft Office. The firm offers career development, up to 30 days annual leave, a private medical scheme, and a company pension scheme.

Benefits

Career and Professional Development

25-30 Days Annual Leave

Life Assurance

Private Medical Scheme

Global Mobility Scheme

Company Pension Scheme

Qualifications

• Must have prior experience in an administrative role related to property.
• Must be computer literate in Microsoft Office Suite.
• Strong attention to detail and positive attitude.

Responsibilities

• Provide surveying support to the property management team.
• Monitor completion of tasks with team members.
• Manage client and budget-related queries.

Skills

Good organisational and coordination skills

Good verbal and written communication skills

Excellent time management

Ability to multitask

Knowledge of Proactis

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft PowerPoint

Job description

Role Overview

Based in Margaret Street, the purpose of the role is to provide surveying support to the property management team and to support the management surveyors in the delivery of a high quality service for the benefit of our clients and occupiers.

Assist in the general management of properties under the direction of the Property Manager(s).

• Follow up and monitor completion of tasks with team members
• Management of central budget inbox, adding new budgets and making amendments to non recoverable and capital budgets in middleware; liaise with the client on queries.
• Triage client queries on access to budgets.
• Arrange for new staff members (LGIM) to be set up on Proactis.
• Raise non recoverable purchase orders through our PO system, Proactis.
• Problem solve queries around POs from PMs, our client and their third‑party FM provider.
• Assist with accounts payable queries and the Proactis system.
• Coding and certifying of invoices in line with the property budget.
• Management of the legal inbox, distributing information and following up with PMs and CAs to ensure data is acted upon, checked on completion, and that rates POs are closed down as applicable; update the KPI tracker constantly.
• Compile Excel spreadsheets including new property budgets, void costs, insurance, etc.
• Download data and reports from Track Record – follow up on outstanding actions with the PMs/site teams.
• Upload data change requests to Track Record.
• Management of records on clients Vizta (occupier portal/app) system and attend meetings with other MAs.
• Deal with enquiries from clients, occupiers, solicitors, local authorities, etc.
• Quarterly fund and KPI reporting – prepare drafts, obtain information updates from internal and external parties, compile final reports.
• Arrange property inspections.
• Maintain manual and electronic files for each property in accordance with procedures.
• Liaise with the property accounts team over any property queries where necessary.
• Assist with set‑up and handover of properties.
• Collate data and compile client reports, obtaining relevant information from team members (nationwide colleagues, as well as London).
• Be familiar with the Compass internal reporting system and Client Portal and update it from time to time.
• As a member of the Savills team, liaise with all management, technical and administration staff.
• Attend internal training courses and identify individual training needs.
• Daily management of Dynamics, including raising invoices and jobs.
• Answer phones and deal with enquiries or take messages.
• Audio and copy typing, including updating or producing schedules, presentations, pitches, etc.
• Minute taking as and when required.
• Run relevant reports from Compass.
• Run mid‑year variance reports for surveyors as required.
• Drafting COT ins and outs following new leases/surrenders.
• Undertake specific projects as requested by Head of Department.
• Monitor work referrals and assist Head of Department in maintaining a log and ensuring transfers are received.
• Assist with management of FRI and Void properties as required.
• Preparation of change of tenancy forms, seeking the required information from various sources.

Technical experience

• Must be computer literate in Microsoft Excel, Word, Outlook and PowerPoint; able to produce reports and documents that are well presented.

Skills and Knowledge

• Previous property experience in an administrative capacity useful.
• Good organisational and coordination skills.
• Good verbal and written communication skills with a positive attitude and attention to detail.
• Excellent time management.
• Ability to multitask and work accurately and effectively under pressure.
• Must understand the principles and practice of client care.
• Ability to work in a team and understand team dynamics.
• Knowledge of Proactis (online purchase‑ordering system) advantageous but not essential as training can be given.

What we offer you

• Career and Professional Development
• 25-30 Days Annual Leave, depending on grade
• Life Assurance
• Private Medical Scheme
• Virtual GP
• Global Mobility Scheme
• Rewards Platform
• Company Pension Scheme
• Enhanced Incremental Annual Leave

Find out more about Savills offer

Recruitment agencies

Savills only pay agency fees where we have a signed agreement in place and that agency has been previously contacted and directed by a member of our recruitment team. We do not pay agency fees when speculative and unsolicited CVs are submitted to Savills or any of our employees other than via our careers website and through our recruitment process. If this is not adhered to, agency fees will not be paid.

Submission of any unsolicited CVs or proposals to Savills will be deemed evidence of full and unlimited acceptance of this approach.