Property Management Support Services Administrator

RANDSTAD (UK); Greater London; On-site; GBP 25,000 - GBP 35,000; Full time

Job summary

A property management company in Greater London is looking for a Property Management Support Services Administrator to oversee operations and serve various clients. The role requires strong interpersonal, customer service, and IT skills, particularly in Excel. Responsibilities include managing service subscriptions, coordinating with contractors, and ensuring operational targets are met. Candidates must be proactive, organized, and able to work under pressure. Diversity and equality are valued, and all eligible applicants are encouraged to apply.

Qualifications

• Good IT skills, especially in Excel.
• Excellent interpersonal and teamwork skills.
• Strong verbal communication abilities.

Responsibilities

• Oversee portfolio in relation to set targets.
• Create and issue invoices and credit notes.
• Liaise with leaseholders and clients.

Skills

Excellent interpersonal skills

Teamwork skills

Customer focus

Good IT skills particularly in Excel

Ability to work on own initiative

High standard of numerical and written English grammar

Ability to manage challenging callers

Job description

Property Management Support Services Administrator

Whetstone

Company Profile

B-hive Property Solutions is a division of Vegner Group Ltd, which is a privately owned property service group. The group specialises in the management of blocks of flats and offers other related services such as health and safety, insurance broking, surveying, and the provision of concierge staff. The group has approximately 650 staff, 180 of which are based on site at clients' buildings. The Essential Services element of the workforce consists of forty members of staff across the UK. The Property Management Support department is a subdivision of Essential Services within B-hive Property Solutions, which provides back‑office functions such as the Contractor Accreditation Scheme, Out of Hours, Section 20 administration, Utilities Management etc. to both internal and external clients.

Role Purpose

The Property Manager Support Services Administrator plays a pivotal role in ensuring the efficient and smooth operation of the following services.

• Contractor Accreditation Scheme
• Out of Hours
• Evac Letters
• Signage
• EV Charging
• Broadband/Utilities services

This role is based within the administration side of Property Management and our client base ranges from property managers, partners, business managers, leaseholders, tenants, directors, contractors, and external stakeholders. This is a new department that is evolving and therefore the role may focus on one or more of the above services and new tasks may become apparent throughout the year. The candidate will also be assisting to hit monthly targets and it is imperative that they sell the services offered by B-hive Property Solutions to both clients and colleagues.

Primary Responsibilities

• Oversee portfolio in relation to set targets/smart objectives, ensuring income and operational targets are monitored and achieved.
• Undertake bulk mail merge printing either via the outsourced mailing service or by printing and collating accompanying documents in a timely manner.
• Compilation of and proof reading and quality assurance of notices and letters.
• Create and issue invoices and credit notes and assist with credit control.
• Subscription management for the out of hours service.
• Assist with the Contractor Accreditation Scheme annual renewal invitation distribution, taking ownership of enquiries and fee requests.
• Use Outlook, Word, Excel, Teams, and bespoke systems as required.
• Order processing and tracking to ensure the safe and timely delivery of property signage.
• Point of contact and coordinator for product queries regarding EV Charging and Broadband/Utilities services
• Update various spreadsheets/database/diary systems following portfolio/property manager changes, lost blocks, new clients, completion of assessments and works etc.
• Liaise with Leaseholders, Clients, Property Managers, Contractors, Surveyors in connection with, but not restricted to major works projects, contractor management, performance issues, signage, fee proposals, instructions and works status.
• Communicate with internal and external stakeholders and clients to answer queries and resolve issues.
• Support the Property Management Support Services Teams when necessary and any other ad hoc office admin tasks as directed by line manager.

Person Profile / Skill Set

• Excellent interpersonal, teamwork skills and customer focus.
• The initiative, enthusiasm, and self-confidence to interface directly with clients
• Understanding of residential block property management
• Well‑developed interpersonal and oral communications skills, professional telephone manner and ability to manage challenging callers.
• High standard of numerical and written English grammar
• Good IT skills particularly in Excel
• Ability to work on own initiative, prioritise workload and work under pressure.
• Work to pre‑determined task deadlines

Follow written procedures.

Randstad CPE values diversity and promotes equality. No terminology in this advert is intended to discriminate against any of the protected characteristics that fall under the Equality Act 2010. We encourage and welcome applications from all sections of society and are more than happy to discuss reasonable adjustments and/or additional arrangements as required to support your application.

Candidates must be eligible to live and work in the UK.

For the purposes of the Conduct Regulations 2003, when advertising permanent vacancies we are acting as an Employment Agency, and when advertising temporary/contract vacancies we are acting as an Employment Business.