Built Environment Administrator

📍Location: Oxygen House, Exeter Business Park, EX1 3LH
✨Term: Full time, Permanent
⏰Hours: 40 hours per week
💷Salary: Competitive + Benefits

Applications will be reviewed on a rolling basis, so early applications are encouraged.

Oxygen House Limited is more than just a company; we're a curious and optimistic community dedicated to building a sustainable future. We sit at the heart of Oxygen House Group, a family of privately-owned responsible businesses involved in renewable energy, biodiversity restoration and conservation, education technology, city planning and sustainable property development.

Our award-winning building is one of the most innovative commercial office spaces in the region, designed with sustainability and employee well-being in mind.

About the Role

We are looking for an enthusiastic, organised and proactive Built Environment Administrator to join our growing Built Environment team.

This is an exciting opportunity for someone looking to build a career in property, facilities management and portfolio operations. Working alongside our Property Coordinators, Head of Built Environment and Head of Portfolio Operations, you will provide administrative, operational and project support across our diverse property portfolio.

No two days will be the same. One day you may be supporting our coordinators with contractors and arranging maintenance works, the next supporting property improvement projects, updating compliance records, analysing portfolio data or helping prepare reports for senior management.

You'll gain exposure to residential, commercial and office environments whilst developing a broad understanding of property management, facilities management and asset operations.

In this integral position, we’re on the lookout for a dynamic and skilled individual to lead the coordination of Property and Facilities Management services.

Acting as the first point of contact for any facilities and building queries, your focus will be on implementing best practices and innovative methods to manage efficiency, operating costs, and sustainability, ensuring a safe and efficient environment aligning with company goals.

Key Responsibilities:

• Team Support: Provide day-to-day administrative and operational support to the Property Coordinators, Head of Built Environment and Head of Portfolio Operations across a wide range of activities.
• Project Co-ordination: Assist with planning, organising and tracking property, facilities and portfolio improvement projects, ensuring actions, deadlines and documentation are kept up to date.
• Maintenance Administration: Support the coordination of planned and reactive maintenance works, raising jobs, tracking progress and ensuring records are maintained.
• Contractor Co-ordination: Assist our Coordinators with contractor and supplier liaison and visits, obtain quotations, schedule works and monitor completion.
• Property Administration: Maintain accurate property records, including maintenance logs, compliance documentation, lease information and asset data.
• Compliance Support: Assist with scheduling statutory inspections, maintaining compliance records and ensuring documentation is complete and accessible.
• Reporting & Data: Support the preparation of reports, dashboards and performance information relating to the property portfolio, projects and budgets.
• Financial Administration: Assist with purchase orders, invoice processing, quotation comparisons and budget tracking.
• Tenant & Occupier Support: Help respond to tenant and occupier enquiries, escalating issues where appropriate and ensuring a high level of customer service.
• Systems Administration: Maintain property management systems, digital filing structures and databases to ensure information is accurate and up to date.
• Meeting & Project Administration: Organise meetings, prepare agendas, take minutes and monitor actions arising from projects and operational meetings.
• Continuous Improvement: Support improvements to processes, systems and ways of working across the Built Environment team.
• General Business Support: Provide flexible support across the wider team as priorities change, developing knowledge across all aspects of property, facilities and portfolio operations.