Office Administrator (Facilities / Property Team)

Our client is seeking a highly organised, proactive Office Administrator to support day to day operations at a flagship build to rent asset in Wembley. Working closely with the General Manager and on site maintenance team, you will play a key role in keeping operations running smoothly through effective administration, coordination, and communication.

This is a fast paced, hands on role where you will sit at the heart of the team, managing systems, schedules, and contractor interactions. While not a technical facilities role, it offers excellent exposure to property operations and maintenance, making it ideal for someone with strong admin skills who thrives in a busy, service led environment.

You will act as the go to person for coordination on site, supporting both operational efficiency and resident experience. This is a varied role offering real responsibility, with strong long term development potential within a growing residential platform.

Key Responsibilities

• Manage diaries, inboxes, and scheduling for the maintenance and management team
• Coordinate contractor visits, including booking appointments and managing site access (keys, fobs, sign ins)
• Act as the first point of contact for contractors arriving on site
• Update and maintain records across internal systems (Yardi, HubSpot)
• Process job sheets, invoices, and maintenance records accurately and efficiently
• Issue communications to residents regarding planned or reactive works
• Support the triaging of maintenance requests and ensure timely follow up
• Provide general office administration support to the wider team
• Work closely with the maintenance team to understand workflows and priorities

Your Requirements

• Proven experience in an administration, office support, or coordination role
• Strong organisational skills with the ability to manage multiple tasks and priorities
• Confident using Microsoft Office (Outlook, Excel, Word) and working with databases/systems
• Experience with scheduling, diary management, or coordination tasks
• Excellent communication skills, both written and verbal
• Proactive, detail oriented, and able to work independently in a busy environment
• Comfortable working full time on site in a fast paced setting
• Exposure to property, facilities, or maintenance environments would be beneficial but not essential

What's on Offer

• Opportunity to gain exposure to facilities and property operations
• Funded training (including IOSH qualification after probation)
• Supportive team environment with mentoring from a senior administrator
• Varied, hands on role with real responsibility and visibility