Senior Team Administrator

cobaltrecruitment; Greater London; On-site; GBP 32,000 - 48,000; Full time

Job summary

Cobalt is partnering with a London real estate organisation to recruit a Senior Team Administrator for its commercial investment team. The role supports the Senior Director and investment colleagues across onboarding, compliance and document management, ensuring processes run smoothly day-to-day.

Key duties include KYC/AML checks, maintaining compliance records, updating Dynamics records, arranging meetings and travel, and producing reports and valuation documents.

Qualifications

• Experience supporting a team in a senior administrative role.
• Knowledge of KYC, AML and regulatory compliance requirements.
• Strong organisational skills with ability to manage priorities.
• Meticulous record-keeping and documentation practices.
• Clear communication with colleagues, clients and external stakeholders.
• Proficiency in Microsoft Office and familiarity with CRM or property systems.
• Ability to handle multiple systems (Dynamics, Edozo, Lockself, Concur etc.).

Responsibilities

• Coordinate client onboarding and create jobs in Dynamics.
• Perform KYC/AML checks for buyers, sellers, landlords and tenants.
• Maintain compliance documentation and monitor regulatory changes.
• Update WIP records, contacts, mailing lists and team files in Dynamics.
• Manage diaries, meetings and travel bookings through CWT.
• Organise client/team events and prepare valuation reports and pitches.
• Download Land Registry data, produce maps and manage document sharing.
• Raise invoices, maintain financial records and process expenses in Concur.
• Provide general administrative support including scanning and filing.

Skills

Team coordination

KYC/AML knowledge

Organisational skills

Attention to detail

Communication skills

MS Office proficiency

CRM knowledge

Tools

Dynamics

Edozo

Lockself

CWT

Concur

Job description

Cobalt is working with a real estate organisation in London to recruit a Senior Team Administrator for its commercial investment team.

This opportunity will suit an administrator who enjoys combining team support with client onboarding, compliance and document management. Reporting to a Senior Director, the successful candidate will help maintain the processes that support the team's day-to-day operations.

The organisation

Our client operates within the real estate sector, with a team focused on commercial property investment. The organisation is seeking a Senior Team Administrator to support its administrative processes, client records and regulatory compliance requirements, including know your customer (KYC) and anti-money laundering (AML) procedures.

The role

As Senior Team Administrator, you will work closely with the Senior Director and wider investment team, taking responsibility for a range of administrative and compliance activities.

Key responsibilities will include:

• Coordinating client onboarding, creating jobs in Dynamics and liaising with the central client onboarding team.
• Conducting KYC and AML checks for buyers, sellers, landlords and tenants, including identity verification, proof of address checks and risk assessments.
• Maintaining compliance documentation, liaising with compliance officers and external bodies, monitoring regulatory changes and reporting suspicious activity in accordance with company policy.
• Updating work-in-progress records, contact information, mailing lists and team files in Dynamics, including attending weekly team meetings.
• Managing diaries, arranging meetings and coordinating travel and accommodation bookings through CWT.
• Organising client and team events, including quarterly client breakfasts, catering and meeting room bookings.
• Preparing, formatting and compiling valuation reports, pitch documents and correspondence, including binding reports where required.
• Downloading Land Registry information, producing maps through Edozo and managing document sharing through Lockself.
• Raising invoices, maintaining financial records and processing expenses through Concur.
• Preparing HTML email campaigns, maintaining filing systems and completing general administrative duties, including scanning and photocopying.

Skills and requirements

To be considered for this Senior Team Administrator opportunity, you should bring experience of supporting a team and managing administrative processes with accuracy.

We are particularly interested in candidates who can demonstrate:

• Previous experience in a senior administrative position, ideally within real estate or property.
• Working knowledge of KYC, AML and regulatory compliance requirements.
• Organisational skills, with the ability to manage competing priorities and deadlines.
• Attention to detail when maintaining records and preparing documentation.
• Communication skills and the ability to work with colleagues, clients and external stakeholders.
• Working knowledge of Microsoft Office and familiarity with CRM or property management systems.
• The ability to manage workloads during periods of increased activity.

Experience using Dynamics, Edozo, Lockself, CWT or Concur would be relevant to the responsibilities of the position, although specific prior experience with each system has not been confirmed as essential.

Interested in finding out more?

If you're an administrator looking to develop your experience within commercial real estate, this Senior Team Administrator opportunity could be worth exploring.

If you require any adjustments or additional support during the recruitment process for any reason whatsoever, please let your Cobalt consultant know.