Manhattan Loft Gardens (MLG), known as ‘London Sexiest Skyscraper’, is Europe’s most ambitious 42-storey skyscraper featuring 248 Loft apartments, a 145-bedroom hotel, three exclusive sky terraces, a breath-taking lobby bar and restaurant, a 7th level destination restaurant, mezzanine club and 4 event rooms. MLG is located within walking distance from Stratford International Station and Westfield Shopping Centre.
MLG was created by Harry Handelsman, the pioneering developer who first brought loft living to London over 25 years ago. Then came his epic restoration of St Pancras Hotel, which led to the regeneration of King’s Cross and the invigoration of Marylebone with the go-to party destination; the famous Chiltern Firehouse.
Teamwork and collaboration are our greatest assets. We work together to create unforgettable experiences for our guests and ourselves. We embrace a growth mindset with no problems, only solutions and learning opportunities.
We work hard and play harder! You will often find our teams out socialising together, whether it’s bowling, foraging, in a cocktail master class or in the pub! We truly believe that a friendly workplace is a happier workplace.
We are looking for proactive and driven Admin Assistant to join our Team.
Come join us!
What you’ll do…
Team & Management Support
· Provide day-to-day administrative support to the Residential Team, including meeting organisation, diary support, preparation of information and follow-up of actions.
· Develop a strong understanding of the day-to-day responsibilities and wider operation of the Residential Team.
· Ensure information required for reports, meetings and analysis is accurate, current and readily available.
· Promote good compliance practice across Residential Lettings and support colleagues in completing compliance-related tasks.
· Provide general administrative and operational support across the Residential Team and undertake additional duties reasonably required to support the needs of the business.
Property Administration & Systems
· Assist in maintaining accurate digital filing systems (including OneDrive) and physical records, ensuring documentation is organised, correctly filed and readily accessible.
· Assist in maintaining Qube as an accurate and reliable property-management database, including processing new resident move-ins, attaching signed tenancy agreements, updating resident records and entering information promptly and accurately.
· Support the administration of resident accounts in Qube, including raising rent invoices, processing amendments or cancellations to charges and keeping account information accurate.
Rent, Arrears & Financial Administration
· Support the weekly monitoring and administration of rent arrears, reviewing outstanding balances, issuing secure payment links, communicating with residents where appropriate and escalating matters in line with company procedures.
· Identify and communicate arrears arising during renewals or extensions so that all relevant parties are aware and appropriate action can be taken.
Maintenance, Access & Utilities
· Co-ordinate Planned Preventative Maintenance (PPM) activity by arranging resident access, issuing appointment confirmations and calendar invitations, and maintaining internal tracking spreadsheets.
· Arrange access to apartments for maintenance, inspections and other departmental requirements.
· Attend daily maintenance meetings when required, record minutes and actions, co-ordinate maintenance requests and follow through on outstanding items.
· Assist with utility accounts for vacant and short-let apartments, including change-of-tenancy notifications, Energy / Change of Tenancy forms, monitoring account updates and ensuring services transfer accurately and without delay.
· Manage incoming post for vacant and short-let apartments by opening, sorting and distributing correspondence, ensuring important items are actioned promptly and recorded where necessary.
Resident & Stakeholder Support
· Develop strong working relationships with residents, contractors, utility providers and internal departments, delivering a professional, responsive and customer-focused service.
· Assist with resident communications and departmental notices when required.
· Build relationships with residents ahead of renewals or extensions, including attending resident coffee meetings where appropriate alongside members of the Residential Team.
· Carry out Home Demos where required and appropriate, following training.
· Support and attend relevant Brand or resident promotional events within the development where required.
· Assist and conduct mid-term tenancy inspections.
· Assist and conduct short let check in and check out inspections.
Initial Training & Development Priorities
· Work closely with the Residential Team from appointment to understand the full rhythm of the department, including daily, weekly and monthly responsibilities.
· Document and maintain key processes, contacts, recurring deadlines, open actions and resident / property matters to support effective team continuity.
· Progressively take ownership of agreed tasks as competence is demonstrated, moving from observation and support to independent delivery with appropriate oversight.
· Build working knowledge of Qube, OneDrive, resident accounts, arrears, renewals, PPM, maintenance co-ordination, utilities, access arrangements, reporting and resident communications.
· Develop the knowledge and confidence to act as a knowledgeable and dependable point of support for the Residential Team across core day-to-day property-management administration and operations.
What we are looking for…
- Strong administration experience in a busy, customer-facing environment – Demonstrates excellent organisation, attention to detail and the ability to manage multiple priorities, records, correspondence and deadlines accurately.
- Property, residential, lettings or facilities experience is highly desirable – Ideally has some exposure to tenancies, residents, maintenance coordination, property administration or a similar environment.
- Confident with systems and financial administration – Comfortable learning and using databases/property management systems, maintaining accurate records and handling tasks involving invoices, resident accounts, arrears or other financial information.
- Strong communicator with a resident/customer-service mindset – Professional and confident dealing directly with residents, contractors and internal teams by email, telephone and in person, including following up issues and occasionally handling more sensitive conversations.
- Proactive, capable and keen to learn – Evidence of someone who goes beyond simply completing assigned administrative tasks: takes ownership, follows matters through, asks the right questions and is comfortable gradually taking on a broader range of responsibilities as they learn the Residential Team's processes.
What’s in it for you…
· Gym discounts and wellness classes.
· Monthly wellbeing challenges, trekking activities, sporting events.
· Party, Party Party –bi-annual theme parties.
· Monthly birthday celebrations and ‘Have one on us’ team drinks.
· Treat yourself with lots of retail & hospitality perks through our partner Westfield Stratford City.
· Freshly cooked food during your shift.
· Discounts of up to 50% off in F&B outlets
· Training to get you settled into your role, learning academies to broaden your skillset and development that helps you think, make and thrive at work.
· Opportunity to join and participate in our unique GROW academy.
· Bike to work scheme.
· Season Ticket Loan.
· Wagestream – Offering you a range of features, including up to 50% of salary stream before pay date, saving pot, financial advice.
· Recommend a friend Scheme, giving you the possibility to earn up to £500 for individual referral.
· Strat Chat – Our internal socials platform offering Communication / Recognition and Achievements via Badges –that allows you to exchange earned vouchers for different prizes.
· Star of the Month and Star of the Year Awards
· Vitality at work after 2 years’ service
· A supportive, people-focused culture
Pay: From £26,437.00 per year
Benefits:
- Company events
- Cycle to work scheme
- Gym membership
- Referral programme
Work Location: In person
