Property Team Coordinator

FirstGroup; City Of London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A major UK transport operator is looking for an Executive Support Officer to deliver comprehensive administrative support to the Rail Executive & Property Team. Responsibilities include managing a director's diary, organizing events, and efficient office operations. Candidates should have strong organizational skills and proficiency in MS Office. This full-time position is based in London and offers a dynamic work environment.

Qualifications

• Strong organisational and time-management skills, able to juggle multiple priorities.
• Excellent diary and meeting management, including forward-planning.
• Clear and professional written and verbal communication.

Responsibilities

• Support with preparation and management of Property Executive Strategy Events.
• Manage Director's complex diary, ensuring timely travel details and papers.
• Screen Property Director's incoming correspondence effectively.

Skills

Strong organisational and time-management skills

Excellent diary and meeting management

Clear and professional written and verbal communication

Proactive problem-solver

High attention to detail and accuracy

Confident stakeholder management

Ability to work independently

Strong administrative skills

Customer-focused approach

Calm under pressure

Flexible and adaptable

Good IT literacy

Experience coordinating events

Awareness of facilities management

Education

Educated to GCSE/A-Level standard

Tools

MS Office

SAP

BOX

Job description

Main Purpose

To deliver comprehensive executive, administrative, and facilities support to the Rail Executive & Property Team, maintaining efficient office operations, coordinating key processes, and providing occasional Reception cover to ensure consistent front-of-house service.

Main Duties

Project Compliance

• Support with the preparation and management of Property Executive Strategy Events and reporting
• Manage Director's complex diary, pro-actively ensuring that travel details and relevant papers are brought forward in time for meetings
• Screen Property Director's incoming mail and e-mail, making necessary arrangements and appointments, drafting responses to correspondence on behalf of the Property Director as appropriate
• Prepare meeting agendas as well as the distribution of meeting papers, including minutes, matters arising etc.
• Manage Property Team's purchasing/invoicing process via SAP accounting system
• Maintain the Team's Estate Management Leasing Database (Sequentra)
• Monitor team leave requests, Performance Development Reviews (PDRs) and other related items
• Co-ordinate Team meetings and events; booking venues, catering and ensuring that IT equipment is up to specification
• Liaise with HR regarding new starters and leavers, ensuring that the relevant IT equipment, building pass, travel pass etc. is provided/returned
• Deliver inductions to new team members
• Maintain electronic filing system (BOX), ensuring processes and software are up to date and in working order
• Maintain a strong working relationship with other relevant functions
• Support the Facilities Manager with managing facilities at the corporate office (The Point) by
  • Liaising with external facilities management provider and internal colleagues to coordinate maintenance
  • Liaising with building management for access/maintenance requests
  • Logging and following up on fault requests
• Provide Reception/Front-of-House cover during busy periods, periods of absence and lunch breaks, ensuring seamless service for visitors and colleagues
• Facilitate internal communication (e.g., distribute information and schedule presentations)
• Carry out a range of administrative tasks, including photocopying and filing
• Assist Rail Exec Support team with delivery of events as required, e.g., Town Halls and Conferences

Skills, Experience and Qualifications Required

• Strong organisational and time-management skills, able to juggle multiple priorities.
• Excellent diary and meeting management, including forward-planning.
• Clear and professional written and verbal communication.
• Proactive problem-solver with good judgement and discretion.
• High attention to detail and accuracy in documents and reports.
• Confident stakeholder management and relationship-building.
• Able to work independently, with confidentiality and initiative.
• Strong administrative skills, including electronic filing and document control.
• Customer-focused approach when supporting colleagues and visitors.
• Calm and professional under pressure.
• Flexible and adaptable, including providing Reception cover when required.
• Good IT literacy, able to resolve minor issues and liaise with IT.
• Experience coordinating events, travel, and logistics.
• Awareness of facilities management, health and safety, and office services.

Technical/Software Skills

• Proficiency in MS Office (Outlook, Word, Excel, PowerPoint)
• Experience of Concur (expenses) desirable
• Experience of SAP (purchasing/invoicing) desirable
• Familiarity with DocuSign approval workflows
• Experience using BOX or similar digital filing systems
• Knowledge of Condeco (desk/room booking) advantageous
• Confidence using visitor management systems / access pass systems

Qualifications

• Educated to GCSE/A-Level standard (or equivalent) – essential
• Business administration qualification – desirable
• Customer service or front-of-house training – desirable
• IT literacy certifications – desirable