Property & Lease Coordinator

Smiths News; Swindon; Hybrid; GBP 30,000 - 38,000; Full time

Benefits offered by this job

Health cash plan

Pension 5% match

25 days holiday

E-Learning modules

Sharesave Scheme

Cycle to work

Colleague Assistance Programme

Colleague referral scheme

Job summary

Smiths News, the UK’s leading newspaper and magazine wholesaler, is hiring a Property & Lease Coordinator on a 12-month FTC. Hybrid role with 60% of time in Swindon head office.

You will manage property records, invoices, and lease data, supporting Go National mobilisation and estate management. The role requires strong Excel and system skills, attention to detail, and experience in administration, property or finance environments.

Qualifications

• Experience in busy administration, property, facilities, finance or coordination environment.
• Strong Excel and systems skills, with confidence maintaining accurate records and data.
• Experience processing financial information, invoices and purchase orders.
• Excellent attention to detail with a strong focus on accuracy and completeness.

Responsibilities

• Maintain accurate and complete property records, lease information, critical dates and supporting documentation.
• Process and reconcile property-related invoices, including rent, rates, service charges and other property costs.
• Raise, maintain and close purchase orders in line with company financial controls.
• Monitor property payments and investigate queries or discrepancies with Finance, suppliers, landlords and managing agents.
• Maintain property systems, databases, trackers and document repositories.
• Track lease events, property actions and key milestones, proactively highlighting upcoming requirements.
• Coordinate incoming property enquiries and ensure actions are allocated and tracked through to completion.
• Support the administration of new site acquisitions and Go National property mobilisation activity.
• Maintain onboarding and handover information for new properties.
• Coordinate property team meetings, agendas, actions and reporting.
• Support the preparation of property governance reports and management information.

Skills

Excel skills

Data management

Invoices & PO processing

Attention to detail

Planning & organisation

Stakeholder coordination

Proactive approach

Tools

Property systems

Job description

12 month FTC

Hybrid working with 60% of your working week in our Swindon Head office

Our reputation as the UK’s largest newspaper and magazine wholesaler speaks for itself. Every day, we serve more than 22,000 customers from 34 distribution centres across the country. Behind every nightly miracle is a team of dedicated people carrying out more roles than you realise – we’re the unseen force that delivers. So when we say we’re excited for what the future holds for our customers and colleagues, you can trust we’re as good as our word.

Reporting to the Senior Property and Acquisitions Manager, the Property & Lease Coordinator will provide high-quality property, financial and administrative support to help manage our national property portfolio.

You’ll play an important role in keeping our property records, lease information, financial controls and management reporting accurate and up to date, while coordinating property enquiries and supporting both our Go National mobilisation programme and the ongoing management of our expanded estate.

About the Role

• Maintain accurate and complete property records, lease information, critical dates and supporting documentation.
• Process and reconcile property-related invoices, including rent, rates, service charges and other property costs.
• Raise, maintain and close purchase orders in line with company financial controls.
• Monitor property payments and investigate queries or discrepancies with Finance, suppliers, landlords and managing agents.
• Maintain property systems, databases, trackers and document repositories.
• Track lease events, property actions and key milestones, proactively highlighting upcoming requirements.
• Coordinate incoming property enquiries and ensure actions are allocated and tracked through to completion.
• Support the administration of new site acquisitions and Go National property mobilisation activity.
• Maintain onboarding and handover information for new properties.
• Coordinate property team meetings, agendas, actions and reporting.
• Support the preparation of property governance reports and management information.
• Maintain accurate documentation relating to rents, rates, service charges, insurance obligations, landlords and lease arrangements.

What we can offer you

Not only do we offer free onsite parking and competitive salary but you’ll also have access to:

• Company funded Health Cash Plan – providing cash back for everyday healthcare costs such as dental, optical and physiotherapy
• 5% match pension
• 25 days holiday plus holiday buy scheme
• 24/7 E-Learning modules, Training and Development opportunities
• Sharesave Scheme, Cycle to work schemes, Health cash plan
• Colleague Assistance Programme & Colleague referral scheme

About you

• Experience working in a busy administration, property, facilities, finance or coordination environment.
• Strong Excel and systems skills, with confidence maintaining accurate records and data.
• Experience processing financial information, invoices and purchase orders.
• Excellent attention to detail with a strong focus on accuracy and completeness.
• Strong planning and organisational skills, with the ability to manage multiple priorities.
• Comfortable coordinating enquiries and actions across different teams and stakeholders.
• A proactive approach, with the ability to identify upcoming deadlines and ensure actions are followed through.
• Confidence working with financial, property and lease-related information.

Please note: you must have the right to work in the UK to be considered for this position.

A career with us is a career filled with people, pride, and passion. We rely on each other to get the job done, and we deliver what we say we will. Let’s see if we can rely on you, too.