Office Administrator

Office AdministratorSummary: The Office Coordinator is responsible for the day-to-day administration and coordination of a portfolio of residential and commercial properties. This role serves as the primary point of contact for tenants, ensuring leases are administered effectively, rental payments are monitored, maintenance requests are coordinated, and property records are maintained accurately.

The Property Coordinator works closely with property owners, contractors, and service providers to ensure properties are well maintained and tenants receive a high standard of service.

Key Responsibilities

• Tenant & Occupancy Coordination
• Serve as the primary point of contact for tenant enquiries and day-to-day communication.
• Coordinate tenant onboarding, lease commencements, renewals, and vacates.
• Maintain positive tenant relationships and assist with resolving issues promptly and professionally.
• Monitor lease compliance and ensure tenants meet their obligations.
• Rent & Financial Administration
• Monitor rental payments and follow up on outstanding balances.
• Issue rental invoices, receipts, and payment reminders as required.
• Maintain accurate records of rental income and tenancy documentation.
• Assist with budgeting and preparation of property-related financial reports.
• Property Administration
• Prepare, organise, and maintain lease agreements and property documentation.
• Ensure all property records are accurate and up to date.
• Maintain compliance documentation, certificates, and insurance records where applicable.
• Support property reporting and portfolio administration.
• Maintenance Coordination
• Receive, log, and coordinate maintenance requests.
• Arrange quotations and engage contractors for repairs and maintenance.
• Monitor contractor performance and ensure works are completed within agreed timeframes.
• Conduct or coordinate routine property inspections and follow up on required actions.
• Compliance & Operations
• Ensure properties comply with relevant legislation, health and safety requirements, and company policies.
• Maintain confidentiality of tenant and property information.
• Identify opportunities to improve operational processes and tenant experience.
• Provide general administrative support relating to the property portfolio.
• Skills and EXP: Essential
• Experience in property administration, property coordination, real estate, facilities, or a similar role.
• Excellent organisational and time management skills.
• Strong communication and interpersonal abilities.
• High attention to detail and accuracy.
• Proficiency in Microsoft Office and property management software.
• Ability to manage multiple priorities in a fast-paced environment.
• Desirable
• Knowledge of residential or commercial tenancy legislation.
• Experience coordinating contractors and maintenance services.
• Experience with rent collection and lease administration.
• Personal Attributes
• Customer-focused and approachable.
• Proactive and solutions-oriented.
• Professional and trustworthy.
• Well organised with strong attention to detail.
• Able to work independently while collaborating effectively with colleagues.
• Key Performance Indicators (KPIs)
• Rent collection completed within agreed timeframes.
• Tenant enquiries responded to within service standards.
• Maintenance requests coordinated and completed promptly.
• Accurate and compliant property records maintained.
• High levels of tenant and owner satisfaction.
• Timely completion of lease administration and reporting requirements.