Property Systems Co-Ordinator

Scoffs Group Ltd; Southampton; Hybrid; GBP 22,000 - 32,000; Full time

Benefits offered by this job

Counselling support

Wagestream access

Pension scheme

Internal development programmes

Free lunch & drinks (Costa/Itsu)

Job summary

Scoffs Group UK is seeking a highly organized Property Systems Co-Ordinator to support maintenance activities across 100+ sites. You will manage the Property team’s shared inbox, process requests, and maintain accurate records across multiple systems, ensuring information is correctly managed and accessible.

The role supports day-to-day operations in a busy support centre with 2-3 days per week in the Southampton or Alton office.

Qualifications

• Previous experience in an administrative, co-ordinator or support role.
• Strong organisational and time management skills.
• Excellent attention to detail.
• Experience managing shared inboxes or high volumes of correspondence.
• Good working knowledge of Microsoft Office, particularly Outlook and Excel.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities while maintaining accuracy.

Responsibilities

• Manage the Property team’s shared inbox, ensuring emails are reviewed, categorised and actioned.
• Process a high volume of maintenance-related enquiries from sites and route through workflow.
• Monitor requests and escalate or progress through the correct process.
• Update internal records with responses and actions for traceability.

Skills

Administrative coordination

Microsoft Office (Outlook, Excel)

Data entry & records management

Communication skills

Time management

Job description

Join the Scoffs Group UK Support Centre Team - Permanent – Southampton or Alton office based 2-3 days per week

Where passion meets opportunity — Be part of something exceptional

About Scoffs Group UK

As one of the UK’s leading franchise operators, Scoffs Group UK proudly represents iconic brands like Costa Coffee and itsu, delivering exceptional customer experiences across hundreds of locations. Behind every great store is a dynamic Support Centre team driving growth, innovation, and support — and that’s where you come in.

About the Role

We are looking for a highly organised Property Systems Co-Ordinator to support the day-to-day administration of maintenance activities across a portfolio of over 100 sites.

This role is responsible for managing the Property team’s shared inbox, processing maintenance requests, maintaining accurate records and ensuring information is correctly managed across multiple systems.

What You’ll Do

Your responsibilities will vary depending on the role, but may include:

Inbox & Workflow Responsibilities

• Manage the Property team’s shared inbox, ensuring all emails are reviewed, categorised and actioned appropriately.
• Process a high volume of maintenance-related enquires from sites
• Monitor incoming requests and ensure that they are progressed through the correct workflow
• Respond to routine enquires and provide updates using information available within internal systems
• Ensure urgent requests are identified and escalated where appropriate
• Maintain clear and accurate records of correspondence and actions taken

Maintenance Administration

• Review maintenance request submitted by sites and ensure sufficient information has been provided
• Release maintenance jobs through the Property Management system
• Monitor open work orders and ensure records remain up to date
• Update maintenance systems with relevant information and documentation
• Support the efficient administration of reactive maintenance activities
• Ensure requests are processed in line with departmental procedures

Systems & Data Management

• Maintain accurate records across multiple property and maintenance systems
• Check information for accuracy, completeness and consistency
• Identify missing information and resolve data discrepancies where appropriate
• Support the ongoing administration and upkeep of property management platforms
• Assist with maintaining accurate property and maintenance records

Team Support

• Provide general administrative support to the wider Property team
• Support the preparation of reports and management information when requested
• Contribute to continuous improvements in processes and system administration

Qualifications & Experience

Essential Skills & Experience

• Previous experience in an administrative, co-ordinator or support role
• Strong organisational and time management skills
• Excellent attention to detail
• Experience managing shared inboxes or high volumes of correspondence
• Good working knowledge of Microsoft Office, particularly Outlook and Excel
• Strong written and verbal communication skills
• Ability to manage multiple priorities while maintaining accuracy

Desirable Skills & Experience

• Experience within Property, facilities management, maintenance or operational support environments
• Experience using helpdesk, ticketing or workflow management systems
• Experience maintaining large volumes of records or data
• Interest in reporting, business systems or data analysis

Who You Are

• You are organised, methodical and naturally detail-oriented
• You enjoy working with systems, managing information and ensuring tasks are completed accurately
• You are comfortable handling a high volume of work, prioritising completing demands and following established processes
• You have a strong sense of ownership over your work, take pride in maintaining accurate records and can be relied upon to follow tasks through to completion
• You are likely to thrive in this role if you enjoy structure, organisation and working in data, systems and processes

What We Offer

At Scoffs Group UK, we value every member of our team — and we want to support your success inside and outside work. Here’s how we look after our people:

• We’ve Got Your Back – Access free, confidential counselling and wellbeing support via Life & Progress
• Wagestream Access – Flexible pay options, financial advice, and savings tools at your fingertips
• Secure Your Future – Benefit from our company pension scheme
• Learn While You Earn – Learn while you work with our internal development programmes, designed to help you succeed in your role and grow in your career.
• Free Lunch & Drinks – Enjoy beverages when you’re working in our Costa & itsu stores!
• Perks That Go Beyond You – Get discounts for yourself on & off shift!
• Loyalty Pays Off – Recognition and awards for your long service and commitment
• We Celebrate You – From milestones to achievements, your success is our success
• Team Wins = Bonus Time – Participate in discretionary company-wide incentive schemes and bonuses

Ready to Join Us?

If you’re excited to contribute your skills and grow with a company that values people as much as performance, we want to hear from you.