Property Administrator - Chessington

DIGITAL REALTY; Greater London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading property management firm in Greater London is looking for a Property Operations Administrator. The role involves providing essential administrative support for managing office spaces and vendor contracts. Key responsibilities include overseeing purchase orders, ensuring proper documentation, and facilitating site access for contractors. The ideal candidate should have previous administrative experience and strong organizational skills, along with effective communication abilities.

Qualifications

• Previous experience providing administrative support, preferably in a similar environment.

Responsibilities

• Maintain organized contract tracking for vendor contracts.
• Assist the Property Manager in managing Digital Realty's Non-White Space areas.
• Provide administrative oversight for purchase orders and invoicing.
• Ensure proper documentation of all vendor contracts.
• Organize site access for vendors and contractors.

Skills

Efficiently manage office tasks

Effective Communication

Organizational Skills

Attention to Detail

Customer Service

Adaptability

Team Collaboration

Basic Financial Understanding

Problem-Solving

Initiative

Job description

Your Role

The Property Operations Administrator works closely with the Property Manager to support the comprehensive management and maintenance of Digital Realty’s Non-White Space areas including non-DC buildings and Digital Realty owned office spaces and supports the Site Operations team with various administrative tasks. This role involves providing crucial administrative and organizational assistance to ensure the seamless daily operations of sites, office buildings and exterior surfaces. The Property Operations Administrator plays a key role in implementing Digital Realty standards, policies, and procedures within their designated property or portfolio.

What you'll do

Vendor Contract Administration

• Maintain organized contract tracking for detailed lists and centralized database
• Ensure accurate and up-to-date records for easy retrieval
• Collaborate with Property Manager to address deviations promptly
• Assist in monitoring vendor contract compliance with Global standards
• Collaborate in managing Vendor KPIs for Non-White Space

Operational Support

• Assist the Property Manager in the management of Digital Realty's Non-White Space areas including non-DC buildings and Digital Realty owned office spaces.
• Provide administrative oversight for purchase orders of Site Operations, receipting, and invoicing.
• Liaise with finance, providing input to ensure accuracy and compliance in financial transactions.
• Assist in ensuring the effective management of the purchase order process for vendors.
• Support in overseeing and coordinating the purchase of all office goods and services.
• Organize site access as required including vendors, contractors, third party suppliers etc

Document Management

• Ensure proper documentation of all vendor contracts, COIs, and related communications.
• Support the Property Manager in maintaining a well-organized and accessible filing system

What you'll need

• Previous experience providing administrative support, preferably in a similar environment

Some key competencies :

• Efficiently manage office tasks and utilize relevant software.
• Effective Communication : Clear and concise communication with team members, vendors, and proprietors.
• Organizational Skills : Prioritize tasks and maintain an organized work environment.
• Attention to Detail : Ensure accuracy in reports, documentation, and data entry.
• Customer Service : Professionally assist with internal and external customer queries and provide support.
• Adaptability : Flexibility in handling changing priorities and tasks.
• Team Collaboration : Collaborate effectively with colleagues and support team goals.
• Basic Financial Understanding : Handle basic financial tasks and support budget-related activities.
• Problem-Solving : Identify and propose practical solutions; elevate issues appropriately.
• Initiative : Proactively approach tasks and take on additional responsibilities as needed.