Property Administrator

We have an exciting opportunity for an experienced Property Administrator to join our client, a large private estate based near Henley on Thames.

The Property Administrator is responsible for the management and upkeep of Estate properties and outbuildings, including maintaining inventories, handling check-ins/outs, and addressing maintenance and repair issues. This role requires collaboration with the Estate Office Team and Letting Agents. Plus flexibility to assist with the day-to-day operations of the Estate and family-related matters.

The role is office based Mon to Fri 8.30 - 4.30. Due to the nature of the role, there will occasionally be calls/emails out of office hours due to emergencies within the properties.

The successful candidate will be proactive, flexible with plenty of initiative.

Duties include

• Property Management & Liaison - Work closely with the Estate Administration Manager, Estate Foreman and Caretakers.
• Tenancies - Work closely with the Letting Agents for rental properties, to include new tenants, tenant issues, re-negotiation of tenancies etc.
• Landmark Property System - Manage property data, including setting up new tenancies, processing rents and chasing arrears. Conducting rent reviews. Ensure the system is updated with tenancy dates, health & safety reminders, compliance updates and property invoicing.
• Inventory & House Information - Prepare and maintain up-to-date property inventories, noting any damage or changes, and ensuring consistency across Estate properties. Maintain comprehensive House Information Files with essential property details and manuals.
• Check-in/Check-out - Conduct staff/tenant check-ins and check-outs, ensuring occupancy agreements are prepared and signed, and inventories completed. Negotiating and resolving maintenance and damages issues with the occupant/tenant during occupation/tenancy and dilapidations on checkout.
• Property Inspections & Maintenance - Carry out periodic property inspections for all staff and tenanted properties, ensuring proper care and timely maintenance. Co-ordinate repairs with the Estate Foreman and external contractors.
• Health & Safety Compliance - Ensure properties comply with all relevant health and safety regulations, including gas, electrical, PAT, and chimney safety. Maintain up-to-date certification records.
• Vacant Properties - Inspect vacant properties regularly and oversee the maintenance, ensuring cleanliness and functionality. Manage exterior upkeep, including window cleaning and garden maintenance.
• Staff/tenant Support - Serve as the primary contact for staff/tenants regarding maintenance or repair issues. Ensure timely resolution of any property concerns.

Skills/Experience

• Experience within residential property management and lettings, property management systems and health and safety compliance
• Strong organisational skills and attention to detail
• Ability to work independently and as part of a team
• Excellent communication skills, both written and verbal
• Ability to manage multiple tasks and prioritise effectively
• This is a hands-on role, which requires flexibility and a proactive attitude

Please note that we will only contact those candidates that we assess as suitable for the positions we have currently available based on their experience, training, and skills. If we do not have anything suitable, we will not keep your CV for more than 30 days.

As an equal opportunity employer, Bucks and Berks Recruitment is committed to the equal treatment of all current and prospective employees and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender identity, or marriage and civil partnership. We aspire to have a diverse and inclusive workplace and strongly encourage suitably qualified applicants from a wide range of backgrounds to apply.