Administrative assistant

An exciting opportunity has arisen for a proactive and highly organised Administration Assistant to join a growing commercial property portfolio in South West London. Following recent expansion through the integration of additional managed lease properties and business centres, this newly created role plays a vital part in supporting the operations, finance, administration, and marketing teams.

This is a key position within a dynamic and collaborative team, ideal for someone looking to develop their career in the property or facilities sector, while playing a central role in ensuring operational efficiency, data accuracy, and high standards of service.

Key Responsibilities

Core Administrative Duties

• Act as a first point of contact for all incoming queries from customers, tenants, contractors, and visitors, ensuring prompt and professional responses.
• Support smooth internal communication and coordination across multiple departments.
• Provide administrative support for on-site car park operations, including concession pass management and customer service support.
• Build positive working relationships with tenants, particularly around turnover reporting and trend monitoring.

Expanded Administrative Support

• Maintain and update key operational data systems related to:
• Retailer turnover
• Footfall tracking
• Car park usage and passes
• Respond to customer and tenant enquiries and complaints, especially regarding parking and access.
• Prepare regular internal reports and support wider reporting efforts across teams.
• Assist with invoice processing and other financial admin tasks.
• Record and track utility meter readings on a monthly basis, contributing to sustainability monitoring.
• Organise and manage operational compliance documentation via digital platforms (e.g., logbooks, asset registers).
• Support with scheduling and documenting tenant inspections and related reporting.
• Maintain shared folders, drives, and digital document management systems.
• Monitor inventory and restock office supplies and refreshments as required.
• Provide occasional cover at front-of-house reception, supporting visitor experience as needed.
• Assist with basic IT troubleshooting and maintain hardware/asset records.
• Monitor and respond to shared inboxes (e.g., general enquiries, parking, events) in a timely and professional manner.

Person Specification

Essential Skills & Experience

• Prior experience in a fast-paced administrative or support role.
• Excellent communication skills and confident interacting with internal and external stakeholders.
• High level of attention to detail and strong data accuracy.
• Effective time management and ability to multitask across competing priorities.
• Trustworthy and discreet in handling sensitive or confidential information.
• Proficiency in Microsoft Office and general comfort with database systems and digital tools.

Desirable Attributes

• Background in property, retail, or customer-facing environments.
• Familiarity with systems such as Meridian or E Logbooks (or similar).
• Interest in operations, facilities compliance, or marketing support.

Why Join?

This is a unique opportunity to join a growing, energetic organisation during an exciting period of development and transformation. You'll contribute to a vibrant and evolving mixed-use property portfolio, supporting a diverse team and gaining valuable exposure to multiple departments including operations, finance, and marketing.

If you're ready to step into a central role within a progressive property environment, this could be the perfect opportunity.