Property Administrator - #1774977

Job Title: Property AdministratorLocation: Stanmore, MiddlesexSalary: Up to £28,000 per annum (depending on experience)Job Type: Full-Time, Permanent, Office based roleWorking Hours: Monday to Friday, 9:00 AM – 5:30 PMStart Date: ASAPRemote Work: Not available

About Us

FPG (UK) Ltd is a property investment and asset management company specialising in the UK convenience retail sector. Known for our disciplined investment strategy and long-term vision, we pride ourselves on professionalism, reliability, and strong performance, even in challenging markets. As our portfolio grows, we’re looking for a highly organised and proactive Property Administrator to support our expanding team.

The Role

We are seeking a detail-oriented and proactive Commercial Property Administrator to support the effective management of a commercial real estate portfolio. This role is essential in maintaining operational efficiency across multiple properties, ensuring tenant satisfaction, and supporting the property management team. While this description outlines the core duties, it is not an exhaustive list, and responsibilities may evolve based on operational needs.

Key Responsibilities

Tenant & Lease Administration

• Act as a first point of contact for tenant queries and communications.
• Maintain accurate lease data, critical dates, and rent schedules.
• Assist in the preparation and distribution of lease-related documents, notices, and correspondence.
• Support the onboarding process for new tenants and offboarding of existing ones.

Property Operations

• Coordinate planned and reactive maintenance, liaising with contractors and tenants.
• Track service requests and ensure timely resolution and communication.
• Maintain accurate records of site visits, compliance checks, and works undertaken.
• Liaise with managing agents and contractors to resolve property issues
• Track and follow up on maintenance tasks and ensure compliance standards are met

Contractor & Supplier Management

• Obtain and manage quotes for any maintenance works
• Monitor contractor timelines and ensure timely completion of jobs

Event Planning

• Help plan and promote tenant engagement events on sites (e.g. wellness and seasonal activities)
• Coordinate with facilitators and gather feedback

Compliance & Documentation

• Monitor and track statutory compliance documentation (e.g., EPCs, fire safety, asbestos reports).
• Maintain digital and physical property files, ensuring accuracy and accessibility.
• Coordinate insurance renewals and documentation with brokers and tenants.

Administrative Support

• Prepare reports, meeting packs, and general correspondence.
• Provide administrative support to asset managers and directors as required.
• Support team members in ad hoc projects or analysis as the business needs evolve.

Meetings & Scheduling

• Take minutes and track action points from meetings
• Schedule inspections, viewings, and maintenance appointments
• Maintain the Property Teams calendar and ensure timely follow-ups
• Visit to sites maybe required with the property manager as and when needed.

Finance & Reporting

• Log invoices and track contractor costs
• Assist with board and lease summary reports
• Prepare updates on occupancy, maintenance, and compliance

Financial Support

• Assist with rent collection processes and monitoring arrears.
• Support invoice processing, coding, and reconciliation with internal finance teams.
• Help prepare service charge budgets, reconciliations, and tenant reporting.

What We’re Looking For

Experience in property administration or a related field preferred

Excellent written and verbal communication skills

Familiarity with property management software is desirable

Strong Microsoft Office skills (Excel, Word, Outlook, PowerPoint)

Highly organised and detail-focused

Confident liaising with tenants, suppliers, and consultants

A team player with a can-do attitude

Knowledge of First Aid or Health & Safety is a plus

Note: This job description serves as a general guide and may evolve as the company and team continue to grow. The role offers opportunities for expanded responsibilities based on individual performance, interests, and evolving business needs.

What We Offer

Salary up to £28,000 depending on experience

28 days holiday (including 8 bank holidays)

Contributory pension scheme

Supportive and friendly team culture

Opportunities for career growth and development