Job Description

Purpose of the Role

The Property & Office Administrator is responsible for ensuring the smooth, safe, and efficient running of the organisation's buildings, facilities, and administrative operations. This role provides essential support across Health & Safety management, property administration, tenancy coordination, contractor management, maintenance tracking, and general office administration. The postholder will act as the central point of contact for tenants, contractors, staff, and visitors, ensuring high standards of service and compliance at all times.

Key Responsibilities

1. Facilities & Property Administration

Oversee the day-to-day administration of all facilities, buildings, and office areas. Maintain accurate and up-to-date

property records

, including leases, licences, tenancy agreements, and correspondence. Manage

tenant queries

, ensuring timely and professional responses and escalation where necessary. Support property inspections, audits, and reporting processes.

2. Health & Safety Coordination

Maintain all

Health & Safety administration

, ensuring documents, policies, and logs are current and fully compliant. Schedule and record routine checks (fire alarms, emergency lighting, PAT testing, risk assessments, etc.). Support the preparation of H&S documentation for audits and inspections. Assist with incident reporting, accident logs, and follow-up actions.

3. Contractor & Maintenance Management

Act as first point of contact for contractors, suppliers, and service providers. Manage the

maintenance job log

, recording issues, allocating tasks, and tracking progress to completion. Schedule contractor visits, issue permits/keys as required, and maintain all associated paperwork. Ensure relevant compliance certificates, insurance documents, and service agreements are up to date.

4. Office Administration & Support

Provide general administrative support to the wider organisation including filing, scanning, purchasing, and record management. Handle

room bookings

, event logistics, and meeting support, including organising catering. Maintain office supplies and coordinate procurement of goods and services. Support reception duties as required, including greeting visitors and handling enquiries.

Key Skills & Experience

Essential

Proven experience in a facilities, office administration, property, or compliance role. Strong organisational and administrative skills. Excellent communication and customer service skills. Ability to manage multiple tasks and priorities with accuracy and attention to detail. Competent in Microsoft Office and digital administrative systems.

Desirable

Experience within property/ facilities management, office management, or a similar environment. Knowledge of Health & Safety compliance and facilities processes. Experience working with contractors, maintenance schedules, and service providers.

Personal Qualities

Professional, reliable, and proactive. Strong problem-solving abilities. Comfortable working independently and as part of a team. Adaptable and able to respond calmly to unexpected issues. High level of discretion and confidentiality.
Job Type: Full-time

Pay: 17.00 per hour

Expected hours: 21 - 28 per week

Benefits:

Company pension On-site parking
Work Location: In person