Administration Manager

An established and growing Build-to-Rent property operator is seeking an experienced Administration Manager to oversee and coordinate core administrative and operational processes across its residential portfolio and head office.

This is a pivotal role combining business administration, financial coordination, HR onboarding, utilities oversight, compliance management, and team leadership. You will act as a central point of coordination across departments, ensuring the smooth day-to-day running of the business while supporting continuous improvement and governance.

The Role Business Operations & Office Management

• Oversee daily administrative functions to ensure efficient operations across the business.
• Maintain central records for contracts, licences, supplier documentation, and company policies.
• Monitor and manage building and HMO licences, ensuring renewals are actioned promptly.
• Coordinate meeting administration (agendas, minutes, action tracking).
• Manage office logistics and IT/system access requirements.
• Line manage junior administrative team members, providing direction, workload planning, and development support.

Financial Administration & Cost Control

• Monitor and action internal cross-charges between departments and developments.
• Review staffing cost centre allocations for accuracy.
• Track and reconcile pre-paid cards (petty cash, maintenance floats).
• Liaise with finance to ensure correct invoice coding, approvals, and cost tracking.
• Lead monthly budget reviews with budget holders, including accrual commentary and forecasting support.
• Monitor purchase orders and GL code compliance.
• Support variance analysis and financial reporting.

Utilities & Council Tax Administration

• Oversee utility billing during void periods.
• Manage council tax payments for vacant units and maintain audit-ready records.
• Liaise with local authorities and utility providers to resolve discrepancies.
• Maintain a central log of utility and council tax accounts across the portfolio.

HR & People Administration

• Oversee onboarding of new starters (systems access, equipment, induction coordination).
• Maintain approval hierarchies and system permissions.
• Update organisational charts and cost centre structures as required.
• Coordinate intern and work experience programmes.

Systems, Governance & Continuous Improvement

• Review finance, HR and operational systems to ensure data accuracy and workflow efficiency.
• Coordinate delegated authority and approval updates.
• Maintain oversight of compliance documentation (licences, insurance, key registers).
• Act as primary liaison with IT for system access approvals and purchasing.
• Drive process improvements and standardisation across administrative functions.

Procurement & Mobilisation

• Support mobilisation of new buildings.
• Monitor FFE budgets and forecasting.
• Coordinate FFE installation planning and supplier timelines.
• Maintain Smartsheet-based project plans and reporting.

About You Essential Experience

• Proven experience in business administration or operations management (property, real estate, or professional services preferred).
• Demonstrable experience leading and managing a team.
• Strong financial administration experience (cross-charges, cost centres, invoice coding).
• Experience coordinating HR administration and staff lifecycle changes.
• Experience monitoring budgets, forecasting, and expense/pre-paid card management.
• Exposure to utilities, council tax, or property compliance administration.
• Experience improving or maintaining business systems and workflows.

Desirable

• Experience within Build-to-Rent, residential property, or facilities management.
• Experience preparing management reports and supporting portfolio reviews.
• Involvement in system audits or governance reviews.

Skills & Attributes

• Highly organised with strong multi-tasking ability.
• Commercially aware with strong numerical and analytical skills.
• Confident using Excel and business systems (e.g., Yardi, Smartsheets).
• Strong communication skills (written and verbal).
• Process improvement mindset.
• Discreet and professional when handling sensitive information.
• Proactive, adaptable, and collaborative.
• Educated to A-Level (or equivalent).