Property and Facilities Assistant

Portland Brown Ltd; Greater London; On-site; GBP 25,000 - GBP 35,000; Full time

Job summary

A Property Management company in London is seeking a proactive Property and Facilities Assistant to coordinate daily maintenance across their apartments. The role requires strong organisational skills and the ability to manage multiple tasks while ensuring a high standard of service for guests. Candidates with experience in maintenance coordination or similar operational roles, alongside excellent communication skills, will thrive in this fast-paced environment. The position offers various perks including holidays and training opportunities.

Benefits

31 days holiday (+ an additional day each year)

5-night stays in Portland’s London apartments

Portland Birthday Perks

Training and development opportunities

Mental Health Support

Critical Illness Cover

Company socials

Benefit enhancements each year

Charity match fund

Qualifications

• Experience in facilities or maintenance coordination.
• Ability to manage changing priorities effectively.
• Confident in working with various stakeholders.

Responsibilities

• Oversee and support Maintenance Coordinators.
• Plan and schedule workloads for efficiency.
• Coordinate reactive maintenance for urgent issues.
• Ensure completion of maintenance tasks meets standards.
• Manage stock orders for maintenance works.

Skills

Strong organisational skills

Excellent communication

Problem-solving

Team player

IT skills

Job description

We have an exciting opportunity for a proactive and highly organised Property and Facilities Assistant to join our Property Management team in London.

In this key role, you’ll be responsible for coordinating day-to-day maintenance activity across our London apartments, ensuring our Maintenance Coordinators are fully supported to deliver an exceptional standard of service. From planning workloads and managing reactive maintenance to liaising with internal teams and external partners, you’ll play a vital part in keeping our apartments running smoothly.

This role would suit someone who thrives in a fast-paced environment, enjoys problem-solving, and takes pride in delivering a five‑star experience for guests. Strong organisation, clear communication, and the ability to adapt to changing priorities will be essential for success.

Responsibilities:

• Provide day-to-day oversight and support to the Maintenance Coordinators working across London
• Plan and schedule Maintenance Coordinators’ workloads to ensure maximum efficiency and effective use of time
• Monitor progress, timings, and completion of maintenance tasks, ensuring standards are met
• Coordinate and implement reactive maintenance in response to last‑minute issues, guest requests, or urgent apartment requirements
• Purchase and order stock and materials required for maintenance works to be completed seamlessly
• Work closely with the Guest Relations team to ensure maintenance activity supports a consistently high guest experience
• Respond to and manage phone calls from external contractors, landlords, and guests
• Review completed tasks and arrange follow‑up works or updates where required

Requirements:

• Previous experience in facilities, maintenance coordination, property, or a similar operational role
• Strong organisational and planning skills with the ability to manage changing priorities
• Excellent communication and interpersonal skills
• Confident working with multiple stakeholders, including internal teams and external contractors
• Ability to work on own initiative while remaining a strong team player
• Self‑motivated, hardworking, and enthusiastic
• Good IT skills (training provided for bespoke systems)
• High levels of accuracy and attention to detail
• 31 days holiday (+ an additional day each year)
  
• 5-night stays in Portland’s London apartments
  
• Portland Birthday Perks
  
• Training and development opportunities
  
• Mental Health Support
  
• Critical Illness Cover
  
• Company socials
  
• Benefit enhancements each year you work at Portland
  
• Charity match fund

At Portland Brown, we occasionally use alternative titles for our advertised roles to ensure they appeal to a wide range of candidates. note that the job title used in this advert may differ from the internal title for the position. Rest assured, the role’s responsibilities and scope remain as described, and this will be clarified during the recruitment process.