Property Manager & PA - Family Office

Overview

Property Manager & PA to Directors (Part-Time, South Hampstead - In Office, 2.5/3 days per week)

We are seeking a highly capable, experienced, and discreet individual to join a family-run business in a combined role as Property Manager and Personal Assistant to the Directors. This is a part-time, fully in-office position based within the administrative offices in Hampstead. This is a key, trusted role requiring someone who is confident operating independently, taking ownership of responsibilities, and ensuring that both property and administrative matters are handled to a consistently high standard. It is best suited to someone with solid prior experience who is comfortable managing multiple workstreams without close supervision.

Applications accepted on a rolling basis.

Job reference J-6725

Responsibilities

• Property Management (Primary Focus)
  • Full day-to-day management of a mixed commercial and residential property portfolio
  • Acting as the central point of contact for all external parties including solicitors, surveyors, contractors, and managing agents
  • Preparing clear, concise weekly reports for the Directors covering performance, compliance, and key issues
  • Ensuring all properties are maintained proactively, with issues identified early and resolved efficiently
• Utilities & Operational Oversight (Core Responsibility)
  • Taking ownership of all utility relationships across the portfolio (electricity, gas, water, business rates, telecoms)
  • Actively managing billing discrepancies, disputes, and supplier issues
  • Liaising persistently with providers to resolve issues and avoid unnecessary cost
  • Monitoring contracts and ensuring appropriate allocation and recovery of costs from tenants
• Financial Administration
  • Issuing rent demands, monitoring income, and taking responsibility for arrears management
  • Managing invoicing, payments, and day-to-day financial administration
  • Preparing quarterly VAT returns
  • Conducting bank reconciliations and overseeing outgoing payments
  • Supporting payroll coordination via Sage (PAYE and National Insurance)
• Compliance & Risk Management
  • Maintaining full oversight of statutory compliance, ensuring all certification and documentation is current and properly recorded
  • Managing servicing schedules and contractor compliance for key systems (e.g. fire, lifts, safety systems)
• PA Support to Directors
  • Providing reliable, efficient administrative and organisational support to the Directors
  • Managing correspondence, documentation, and follow-ups with discretion and attention to detail
  • Ensuring actions are tracked, prioritised, and completed without the need for repeated direction
• Clinic Support (Smaller Component)
  • Supporting bookkeeping, invoicing, and billing processes for a private medical clinic
  • Assisting with general financial administration as required

Skills & Experience Required

• Essential: Demonstrable, hands-on experience in property management with the ability to run a portfolio confidently and independently
• Comfortable dealing directly with tenants, contractors, utility providers, and professional advisors
• Strong financial awareness, including experience with rent collection, invoicing, reconciliations, and VAT
• Highly organised with excellent attention to detail and follow-through
• Discreet, professional, and comfortable working in a close-knit, family-run business environment
• Strong communication skills and the confidence to handle issues directly
• Persistent and solution-oriented, particularly when managing external providers and resolving ongoing issues
• Able to prioritise effectively and manage multiple responsibilities simultaneously
• Strong working ability with spreadsheets
• Working knowledge of Sage or similar accounting systems is advantageous

This role is suited to someone who is dependable, proactive, and takes pride in running things properly. A large part of the position involves persistence, ownership, and ensuring that nothing is left unresolved.

For more information about the role, or to receive a personal recommendation, please contact our recruitment team. Tali - or Yael -