Property Administrator

Galliard Homes; Loughton; On-site; GBP 25,000 - 35,000; Full time

Job summary

Galliard Homes seeks a highly organized Property Administrator to provide essential administrative support within their property management department. This full-time role involves managing team diaries, assisting with purchase orders, and handling resident queries effectively. The ideal candidate will be proactive with strong communication skills, ready to thrive in a dynamic environment. Benefits include life assurance, a pension scheme, and professional development opportunities.

Benefits

Life assurance

Critical illness insurance

Matching contribution pension scheme

Discretionary salary and bonus review

Employee assistance programme

Discounted gym memberships

Cycle to work Scheme

Volunteering opportunities

Sponsorship of professional qualifications

Qualifications

• Experience in a busy administrative role in the real estate sector.
• Ability to support multiple colleagues and manage priorities.
• Strong communication skills across face-to-face and written interactions.

Responsibilities

• Provide administrative support to Property Managers and maintain purchase order systems.
• Manage diaries and meetings, facilitating site visits and contractor access.
• Act as a primary contact for customer service inquiries and maintain document control.

Skills

Communication

Organisation

Attention to Detail

Education

TPI qualification

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

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Working alongside the wider property management department, a Property Administrator ensures administrative support is provided, coordinates the Purchase Order system, and assists with managing team diaries and meetings.

Please note that this is a full-time, office-based role. Standard working hours are Monday to Thursday, 9:00am to 5:30pm, and Friday, 9:00am to 5:00pm

Duties include but not limited to:

• Provide administrative support to Property Managers and the wider office team, ensuring the office functions effectively.
• Maintain and update the purchase order system to ensure all expenditure is supported by a works order.
• Carry out general administrative duties including answering telephone calls, responding to resident’s service charge queries, maintenance/repairs queries, document requests and other property management subject such as insurance, health and safety, fire safety etc.
• Responding to contractor’s queries, providing scope of works, obtaining quotations, requesting breakdown of invoices, raising performance concerns and requesting service reports.
• Responding to and compiling emails, and drafting letters as required.
• Coordinate site visits and arrange access for contractors, inspectors and consultants.
• Update document control systems (Bluebox, Building Link, etc.) with change of resident contact details as needed.
• Act as first point of contact for customer service queries and complaints.
• Arrange and facilitate meetings, including taking meeting minutes when required.
• Manage diaries and meeting schedules for the property management team.
• Principle liaison with loss adjusters following any insurance claims, recording and maintaining a schedule of open claims and see them through to settlement.
• Update Quooda (compliance software), Building Link (resident portal), GEM Master Tracker and other databases.
• Assist with arranging HIU (Heat Interface Unit), FSU (Fire Suppression Unit), FCU (Fan Coil Unit) servicing with service provides such as CEP (Communal Energy Partners).
• Regularly review outstanding quotations list provided by M&E contractor.
• Update and maintain ADIUVO (out of hours service provider) spreadsheet with correct contractor and PM team information.
• Manage the shared email inbox for the property management team and categorise emails for the action of other members of the team.

The Person

The Property Administrator will be a proactive and highly organised individual with proven experience in a busy administrative role within the real estate sector or a related field. They will be confident in supporting multiple colleagues, managing competing priorities, and maintaining a professional and approachable manner. Strong attention to detail, excellent communication skills, and a willingness to learn and grow within the property management function are essential. They will also meet the below criteria:

• Previous experience providing administrative support to multiple colleagues in a fast-paced, dynamic environment.
• Background in the real estate sector, which could include property management, facilities, construction, maintenance or similar.
• Excellent communication skills across face-to-face, telephone, and email interactions, with a professional approach.
• Proficient in basic Microsoft packages including Word, Excel and Outlook with the ability to learn new systems as needed.
• Exceptional administration skills, with strong attention to detail and accuracy.
• Excellent organisation, prioritisation, and time management abilities.
• Working towards a TPI qualification.
• Familiarity with new build residential and mixed-use developments.

The Benefits

As a family-owned business, we want everyone to feel at home from day one. In return for commitment, loyalty, and hard work, we offer benefits ranging from:

• Life assurance
• Critical illness insurance
• Matching contribution pension scheme
• Discretionary salary and bonus review
• Employee assistance programme
• Discounted gym memberships
• Cycle to work Scheme
• Volunteering opportunities
• Sponsorship of professional qualifications and accreditation's