Central Administrator

Role Overview

This company are seeking a proactive and well-organised Central Administrator to join the in-house Commercial Property Management team. This role offers the opportunity to work within a high-performing team responsible for a varied and notable UK-wide portfolio. You will act as a central coordination point, supporting the smooth running of departmental processes and ensuring effective communication across internal teams, tenants, and contractors.

Key Responsibilities

General Administration & Department Coordination

• Provide day-to-day administrative support across the Commercial Property department.
• Act as a primary contact for tenants and contractors, responding to queries promptly and professionally.
• Work closely with Property Managers and key internal teams including Lettings, Residential, Service Charge, and Legal.

Ticketing & Job Order Management

• Log tickets for reported property issues and raise job orders as instructed by Property Managers.
• Monitor, update, and track job progress through to completion.

Purchase Order (PO) Administration

• Generate purchase orders for all commercial repair works.
• Distribute POs to contractors daily and make amendments where required.
• Obtain and file contractor quotations.
• Close POs following confirmation of completed works.

Health & Safety Compliance

• Assist with the department's health and safety processes.
• Arrange and coordinate audits and, where required, attend site visits to verify remedial works.
• Participate in monthly compliance meetings and help maintain audit schedules.
• Compile and circulate compliance statistics and support the coordination of remedial activities.

Utilities Management

• Set up and close utility accounts (gas, water, electricity) for both commercial and residential assets.
• Liaise with suppliers to resolve billing or service issues.
• Maintain accurate records of utility accounts and contracts.
• Support with meter readings and tenant changeovers.

Finance & Invoicing Support

• Submit contractor invoices to Accounts for processing.
• Investigate invoice discrepancies and ensure timely resolution.
• Carry out weekly invoice checks and status updates.

Tenant Liaison

• Act as the first point of contact for commercial tenants.
• Support Property Managers with queries related to repairs, service charges, utilities, and insurance.
• Maintain professional and effective communication at all times.

Contractor Coordination

• Issue clear work instructions to contractors and manage updates on outstanding jobs.
• Maintain PO trackers and handle invoice queries.

Additional Administrative Duties

• Manage key distribution and tracking.
• Coordinate diary arrangements for the Commercial Property team.
• Manage the team's administrative and utilities email inboxes.
• Attend supplier review meetings (e.g., cleaning contractors).
• Oversee telephone system setup, including call diversions during staff absence.

Key Competencies

• Approachable, confident, and client-focused
• Ability to work effectively in a fast-paced environment
• Self-motivated, with strong independent working skills
• Friendly, personable team player
• Excellent written and verbal communication
• Strong IT literacy (Word, Excel)
• High attention to detail and strong numeracy
• Reliable, punctual, and organised