Property Administrator

This is a remote position.

 Property Administrator 

Our Client – Company Overview

Our client is one of the North West's most exclusive housebuilders, established in 1981 and based in Preston, Lancashire. As a family-run business, they have earned an enviable reputation for constructing prestigious detached homes and expertly restoring historical buildings with care and compassion.

Their dedicated team of 12 works to source land, secure planning permissions, and develop premium homes in specially selected locations. These are often in quiet, semi-rural villages with excellent transport links. With a strong emphasis on quality, their homes feature environmentally friendly technologies, high levels of insulation, and thoughtful designs that provide their customers with eco-friendly, low-maintenance residences.

Over the past decade, they have grown organically, increasing their turnover from £1 million to £10 million. Looking forward, they are embarking on an exciting phase of accelerated growth, supported by significant investments in land acquisition, planning, and the expansion of their build team over the next five years.

This is a fantastic opportunity to join a close-knit, dynamic team that values collaboration and excellence. With our client, you will play a key role in creating homes that are not only beautiful but also enhance the communities they are part of.

Requirements

Duties & Responsibilities

Administration

• Provide PA support to the Commercial Director, involving tasks such as:
  
• Email management: Proactively manage email accounts by highlighting priorities and acting or responding on their behalf, where appropriate, while retaining important documentation for future reference.
  
• Managing calendar: Ensure meetings are efficiently prepared and organized. Attend Teams meetings to take notes and ensure follow-up actions are completed by attendees.
  
• Monthly subcontractor and supplier analysis: Assist the Commercial Director in reviewing and analyzing information provided by the Quantity Surveyor to ensure payment details are accurate and all required data for informed decision-making is present.
  
• Excel cash flow spreadsheets: Support the Commercial Director and Accounts team in monitoring and maintaining cash flow spreadsheets.
  
• Assist with the management and organization of company folders/documents to ensure the team files relevant information correctly. This includes setting up new folders for upcoming developments.
  
• Delegate work to the Office-Based Administrator as needed and cover their absence (e.g., answering telephones, handling customer care issues, logging/issuing drawings, filing documents, etc.).
  
• Answer office telephones, direct calls to the appropriate person, and take messages.
  
• Act as a central information source and the first point of contact for the Commercial Director, while also providing administrative support to the Construction Director when required.
  

Human Resources

• Manage HR matters and HR consultants:
  
• Liaise with external HR consultants for advice on HR issues when they arise. As a small team, HR matters are infrequent but may involve collating information and managing tasks during those periods.
  
• Ensure annual reviews are conducted and any resulting actions are implemented.
  
• Assist the Commercial Director in motivating the team, including suggesting employee incentives and potential benefits such as health insurance.
  
• Help organize team events and charity events alongside the Office-Based Administrator.
  

Customer Relations

• Occasionally assist the Sales Manager with correcting or updating customer journey information or customer extras spreadsheets. This may involve Excel formula corrections, Word formatting, and saving documents as professional-looking PDFs for distribution.
  
• Support the Commercial Director in exploring the implementation of a CRM system for managing new inquiries and the customer database.
  
• Provide assistance to the Commercial Director in addressing escalated customer care matters when necessary.
  

General Office Management

The following tasks are generally undertaken by the Office-Based Administrator, who has been with the team for many years and is a valued asset. This role involves ensuring these tasks are being carried out, with regular monitoring and assistance as needed.

• Formulate office practices and procedures.
  
• Set up/amend templates, forms, and checklists for office and site staff use.
  
• Obtain competitive quotes for office equipment, consumables, and contracts, and manage orders, renewals, and maintenance (e.g., mobile phones, broadband, IT support, Microsoft Office licenses, photocopiers, printers, phone systems, cleaners, postage, printed stationery, workwear, office furniture, and stationery).
  
• Provide IT training where required, source and purchase software and hardware, and liaise with IT consultants to ensure smooth computer system operations (e.g., backups, updates, antivirus).
  
• Maintain the health and safety register to monitor subcontractor compliance, insurance documentation, and certificates. Circulate documentation to sites and ensure timely renewals. Liaise with the health and safety consultant.
  
• Assist with company and management company insurance renewals, liaise with brokers, forward paperwork, agree/chase payments, and handle queries.
  
• Issue ground rent and service charge demands for properties owned by the group and ensure timely payments.
  
• Ensure company vehicles are taxed, MOTs are up to date, and relevant documentation (e.g., accident reports, additional driver forms) is completed and current.
  
• Perform any additional duties as required by the Directors.
  

Land & Development

Provide administrative support to the Commercial Director with day-to-day land and planning tasks, including:

• Drafting and formatting offer letters for land, following up on offers, instructing solicitors, and managing progress once solicitors are involved in the sale/purchase process.
  
• Ensuring architects and engineers involved in design and planning applications are progressing in a timely manner.
  
• Organizing documents, fee quotes, and ensuring external consultants deliver tasks on time and within budget.
  
• Tracking the progress of internal and external teams to ensure the timely application and satisfaction of planning conditions after planning permission is approved.
  
• Assisting with correspondence to landowners, building rapport, and developing relationships.
  
• Supporting the handover of projects from planning and pre-commencement stages to the build team.