Property Administrator

Property Administrator

Who are we?

Founded in 1992, Galliard Homes is one of London's largest privately-owned property development and management group, with over 250 employees and a £4 billion portfolio. We deliver residential, mixed-use, hospitality, and commercial projects across London, the Home Counties, and the Midlands.

Galliard Estate Management, known as GEM, is our in-house property management business. GEM manages over 35 developments, covering a wide range of residential and mixed-use schemes, from high-rise to high-end, across both private and affordable properties.

The Position

Working alongside the wider property management department, a Property Administrator ensures administrative support is provided, coordinates the Purchase Order system, and assists with managing team diaries and meetings.

Please note that this is a full-time, office-based role. Standard working hours are Monday to Thursday, 9:00am to 5:30pm, and Friday, 9:00am to 5:00pm

Duties include but not limited to:

• Provide administrative support to Property Managers and the wider office team, ensuring the office functions effectively.
• Maintain and update the purchase order system to ensure all expenditure is supported by a works order.
• Carry out general administrative duties including answering telephone calls, responding to resident's service charge queries, maintenance/repairs queries, document requests and other property management subject such as insurance, health and safety, fire safety etc.
• Responding to contractor's queries, providing scope of works, obtaining quotations, requesting breakdown of invoices, raising performance concerns and requesting service reports.
• Responding to and compiling emails, and drafting letters as required.
• Coordinate site visits and arrange access for contractors, inspectors and consultants.
• Update document control systems (Bluebox, Building Link, etc.) with change of resident contact details as needed.
• Act as first point of contact for customer service queries and complaints.
• Arrange and facilitate meetings, including taking meeting minutes when required.
• Manage diaries and meeting schedules for the property management team.
• Principle liaison with loss adjusters following any insurance claims, recording and maintaining a schedule of open claims and see them through to settlement.
• Update Quooda (compliance software), Building Link (resident portal), GEM Master Tracker and other databases.
• Assist with arranging HIU (Heat Interface Unit), FSU (Fire Suppression Unit), FCU (Fan Coil Unit) servicing with service provides such as CEP (Communal Energy Partners).
• Regularly review outstanding quotations list provided by M&E contractor.
• Update and maintain ADIUVO (out of hours service provider) spreadsheet with correct contractor and PM team information.
• Manage the shared email inbox for the property management team and categorise emails for the action of other members of the team.

The Person

The Property Administrator will be a proactive and highly organised individual with proven experience in a busy administrative role within the real estate sector or a related field. They will be confident in supporting multiple colleagues, managing competing priorities, and maintaining a professional and approachable manner. Strong attention to detail, excellent communication skills, and a willingness to learn and grow within the property management function are essential. They will also meet the below criteria:

Essential:

• Previous experience providing administrative support to multiple colleagues in a fast-paced, dynamic environment.
• Background in the real estate sector, which could include property management, facilities, construction, maintenance or similar.
• Excellent communication skills across face-to-face, telephone, and email interactions, with a professional approach.
• Proficient in basic Microsoft packages including Word, Excel and Outlook with the ability to learn new systems as needed.
• Exceptional administration skills, with strong attention to detail and accuracy.
• Excellent organisation, prioritisation, and time management abilities.

Desirable:

• Working towards a TPI qualification.
• Familiarity with new build residential and mixed-use developments.

The Benefits

As a family-owned business, we want everyone to feel at home from day one. In return for commitment, loyalty, and hard work, we offer benefits ranging from:

• Competitive salary
• 24 days holiday plus bank holidays
• Life assurance
• Private health care
• Critical illness insurance
• Matching contribution pension scheme
• Discretionary salary and bonus review
• Employee assistance programme
• Discounted gym memberships
• Cycle to work Scheme
• Discount portal
• Volunteering opportunities
• Sponsorship of professional qualifications and accreditation's