Property & Accounts Administrator / Head Office Co-ordinator
Job Summary
We are a busy, family-run dental and property business looking for a highly organised Property & Accounts Administrator / Head Office Co-ordinator to join our head office team.
This is a varied role covering property administration, tenant communication, contractor co-ordination, accounts support, compliance tracking, filing, daily task management and general head office support.
The right person will be practical, calm under pressure, accurate with details, confident on the phone, and able to follow tasks through properly without needing constant chasing.
This role would suit someone with experience in property administration, lettings, accounts support, office administration, or a similar busy head office environment.
Key Responsibilities
Property Administration
- Liaising with tenants, agents, contractors, suppliers and internal team members.
- Managing tenant communications by email, phone and messaging systems.
- Assisting with rent-related queries, deposit matters, rent insurance and tenancy paperwork.
- Supporting property check-ins, check-outs, inspections and related documentation.
- Updating property records, inspection sheets, folders and correspondence files.
- Arranging access, keys and appointments for contractors and property visits.
- Chasing outstanding information from tenants, agents, contractors and third parties.
Maintenance and Contractor Co-ordination
- Arranging plumbers, electricians, pest control, fire safety providers and other contractors.
- Following up on maintenance jobs and ensuring updates are recorded properly.
- Co-ordinating property works, repairs, inspections and contractor visits.
- Keeping job sheets, timesheets and contractor records up to date.
- Chasing certificates, quotes, invoices, receipts and completion updates.
- Helping ensure maintenance issues are not forgotten or left unresolved.
Compliance and Certificates
- Tracking and chasing certificates such as EICRs, CP12s, PAT testing, fire extinguisher servicing and other landlord/property compliance documents.
- Saving certificates and invoices into the correct folders.
- Checking that key documents are received, filed and followed up.
- Supporting deposit documentation and property compliance administration.
Accounts and Finance Support
- Supporting the accounts team with day-to-day finance administration.
- Working with systems such as Sage, Xero, Dext and spreadsheets.
- Helping with invoice tracking, receipts, statements and supplier paperwork.
- Assisting with management accounts, cashflow reports, P&L analysis and property records.
- Supporting bank reconciliation and finance-related admin tasks.
- Helping maintain accurate records for property and business accounts.
- Liaising with internal team members regarding accounts queries and missing information.
Office Systems and SOPs
- Maintaining organised digital folders and files.
- Updating spreadsheets, task logs, checklists and tracking documents.
- Creating and improving SOPs, checklists and internal guides.
- Helping keep Dropbox/online files, templates and records tidy and easy to find.
- Updating daily task logs and communicating progress clearly.
- Supporting head office systems, email organisation and general administration.
What We Are Looking For
The successful candidate must be:
- Exceptionally organised and detail-focused.
- Confident making phone calls and chasing people politely but firmly.
- Able to manage lots of small tasks without letting things slip.
- Good with spreadsheets, emails, folders and online systems.
- Comfortable working across property, accounts and general office administration.
- Practical, proactive and able to use common sense.
- Accurate with records, dates, documents and follow-up tasks.
- Able to prioritise urgent issues while still progressing routine work.
- Comfortable working in a busy family business environment where no two days are the same.
Skills and Experience
- Previous experience in administration, property administration, lettings, accounts support or office co-ordination.
- Strong written and verbal communication skills.
- Strong email and phone manner.
- Ability to organise documents, folders and records accurately.
- Confidence using online systems and learning new software.
- Ability to chase tasks through from start to finish.
- Good attention to detail and a reliable, methodical working style.
Desirable Experience
- Experience with Sage, Dext, Xero or similar accounting software.
- Experience in property management, lettings, landlord administration or maintenance co-ordination.
- Basic understanding of invoices, receipts, bank reconciliations, management accounts or P&L reports.
Working Hours
Four days a week 9 am to 3pm
Location
Elham, Kent
This is primarily an office-based role.
Salary
Salary will depend on experience. Or Self-Employed applicants
Benefits
- Varied and interesting role.
- Stable family-run business.
- Opportunity to work across property, accounts and head office operations.
- Supportive team environment.
- Opportunity to improve systems, processes and procedures.
The Type of Person Who Will Succeed
You will do well in this role if you enjoy keeping things organised, chasing loose ends, solving practical problems and making sure tasks are actually completed.
You will not enjoy this role if you need a narrow, repetitive job with only one type of task. This is a hands-on co-ordination role requiring initiative, persistence and accuracy.
How to Apply
Please apply with your CV and a short note explaining your relevant experience in property administration, accounts support, office administration or co-ordination.
We are looking for someone reliable, organised and proactive who can become a key part of our head office team.
Pay: From £14.00 per hour
Benefits:
- Casual dress
- Free parking
- On-site parking
Work Location: In person
