Job Summary
We are seeking a dedicated Property Management & Administrative Assistant to support our property team with a variety of administrative and operational tasks. The successful candidate will play a vital role in maintaining smooth property operations, providing excellent customer service, and ensuring accurate data management. This position offers an opportunity to develop skills within property management and administrative functions, contributing to the efficient running of our organisation.
Responsibilities
Start of day
- Check the repairs inbox, voicemails and WhatsApp; schedule anything urgent first
- Review Handyman's diary for the day confirm each job has an address, access arranged, and materials ready
- Flag any gaps or clashes before he sets off
Taking jobs in (calls, inbox, messages)
- Answer calls, log the caller, property, and issue; never leave a report only in someone’s head
- Take messages and pass them to the right person by email or WhatsApp same day
- Log every repair into Alto CRM as a job/works order does not work off the inbox alone
- Schedule by priority: emergency (same day leaks, no heat/hot water, security, electrical), urgent (24 48h), routine (scheduled).
Getting the job approved
- For anything chargeable, get a quote/estimate first and obtain landlord approval before committing spend set a £ threshold above which gets signed-off
- Confirm who’s paying before booking
- Keep the tenant informed that it’s been logged and is being arranged
Booking & scheduling (managing Handyman + contractors)
- Book Handyman or the right contractor for the right job on the right day, with realistic travel/buffer time between jobs
- Confirm the slot with both tenant and landlord, and get tenant access confirmed (keys, or key code or tenant)
- For specialist work (gas, electrical, roofing) assign a qualified contractor
- Order materials and schedule deliveries to land before the job
While the job is live
- Keep the job open in Alto CRM until fully complete
- Chase progress and give landlord and tenant regular updates so no one’s left in the dark
- Ask Handyman/contractor for before-and-after photos and confirmation of completion
- Handle any variation (extra work found on site) by re-quoting and getting approval before it goes ahead
Completion & sign-off
- Confirm with the tenant the job is done and they’re satisfied
- Collect the completion note/photos and any certificate onto the job
- Mark the job complete
Handover to Team member for next stage
- Pass the completed job to Team member for invoicing and payment
- Make sure Team member updates Alto CRM with any new certificates and the job record
Compliance & Inspections
- Track and diarise all compliance certificates and renew before expiry: Gas Safety (CP12), EICR, EPC, PAT, smoke/CO alarms, legionella etc
- Book and carry out periodic property inspections (mid-term inspections) and follow up on issues identified
- Manage check-in/check-out, inventories, and end-of-tenancy/deposit-related repairs
- Manage void turnarounds so empty properties are ready to re-let
Contractor & handyman admin
- Keep contractor paperwork organised on file: public liability insurance, qualifications, right to work etc
- Manage Handyman Van stock/consumables, reordering, mileage/charging, parking/ULEZ for jobs etc
- Track warranties/guarantees on completed work
Systems & reporting
- Become fluent in Alto CRM (training provided)
- Keep a full audit trail on every job (who, what, when, cost, photos)
- Run a weekly open-jobs/aging report and chase anything stalled
- Give you a short weekly summary of open jobs, spend and anything needing a decision
Relationship & complaints
- Be the steady point of contact tenants, landlords and contractors trust
- Handle complaints calmly, log them, and see them through to resolution- All directors will support you through this process
Pay: From £25,420.00 per year
Benefits:
- Casual dress
- Company events
Experience:
- Property management: 2 years (required)
Work Location: In person
