EA Coordinator - UHNW Property Portfolio

EA Coordinator - Property & Executive Family Office

Immediate starter needed will be Temporary ongoing

The Property Portfolio team provides day-to-day oversight of a large privately owned international residential property portfolio, working closely with Estate, Household, Executive Assistant and Finance teams within the family office.

We are seeking an Administrative Coordinator for a growing London office to support the Property Director and ensure the smooth operation and high standards of the residential portfolio.

Key Responsibilities Residential Portfolio Oversight

• Support the Property Director with the day-to-day management of the residential property portfolio to the highest standards
• Prepare properties for family and guests, often at short notice, coordinating with household staff, the Executive Office and external contractors to deliver a seamless experience

Administrative Support

• Process orders, check deliveries and manage refunds where required
• Coordinate and schedule reactive and planned maintenance appointments
• Follow up on unresolved issues to ensure prompt resolution
• Check and sign off completed works
• Process payments and maintain accurate financial and property records
• Maintain well-organised filing systems and ensure records are up to date
• Oversee utilities accounts and manage suppliers to secure competitive rates and cost efficiency

Project Coordination & Reporting

• Prepare reports using established formats
• Assist with budgeting and tracking of property-related expenses
• Research, vet and manage suppliers and contractors to ensure work is delivered on time, within budget and to the highest standards
• Support ad-hoc projects as required

Reporting, Analysis & Process Improvement

• Work closely with the Property Director to collate regular updates and reports for the Principal
• Contribute to improving operational procedures to enhance efficiency and quality
• Monitor personal workload and performance, participating in regular reviews with the Property Director

Candidate Profile

The successful candidate will demonstrate:

• Some knowledge of the property sector or experience within a family office / high-net-worth environment (preferred but not essential)
• A professional, personable and credible manner with strong personal presentation
• Strong academic background
• Proactive, detail-oriented approach with excellent organisational and time-management skills
• Ability to manage multiple tasks and projects simultaneously in a fast-paced environment
• Clear and confident communication skills and the ability to collaborate effectively across teams
• Comfort working autonomously with discretion and sound judgement when handling sensitive and confidential matters