Totall Ventures Ltd
Business Support Officer – Property Operations
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Business Support Officer – Property Operations
TOTALL VENTURES LTD is recruiting a highly organised and detail-focused Business Support Officer – Property Operations to support the effective administration, compliance and coordination of its property operations.
The successful candidate will maintain property and tenancy records, monitor statutory compliance, coordinate suppliers and maintenance activity, prepare management reports and provide administrative support to the directors.
The position is permanent and subject to a six-month probationary period.
Key Responsibilities
Compliance and Records
- Maintain digital registers for EPCs, Gas Safety Certificates, EICRs, insurance policies, HMO licences and other property-related licences.
- Monitor expiry dates, flag upcoming renewals and escalate compliance exceptions.
- Maintain accurate and up-to-date property and tenancy documents within the document management system.
- Ensure appropriate version control and audit trails.
- Prepare weekly and monthly compliance dashboards for directors.
Supplier and Contract Coordination
- Log maintenance requests and tickets.
- Schedule approved contractors and monitor service-level agreements.
- Track purchase orders, contractor attendance and job-closure reports.
- Maintain a register of contracts covering cleaning, maintenance, waste, utilities and related services.
- Monitor contract renewal dates.
- Assist with supplier due-diligence documents, including insurance certificates, RAMS and accreditations.
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Reporting and Finance Support
- Prepare basic expenditure and reconciliation summaries using approved invoices and purchase orders.
- Produce cost-benefit summaries for minor property improvement works.
- Support portfolio reporting, including occupancy, turnaround times and compliance KPIs.
Processes and Governance
- Draft standard operating procedures, internal checklists and process documentation.
- Identify opportunities to improve workflows, record keeping and data quality.
- Assist with internal file reviews.
- Support preparations for property inspections and audits.
Correspondence and Query Management
- Draft routine letters, notices and standard email templates as directed.
- Log incoming tenant and supplier enquiries.
- Direct enquiries to the appropriate internal contact.
- Maintain accurate correspondence and contact records.
Team Support
- Provide administrative support to directors in relation to inspections, audits and project tracking.
- Maintain onboarding and offboarding checklists.
- Support effective documentation control across the business.
Skills and Experience
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The ideal candidate will have:
- Strong administrative and organisational skills.
- Excellent attention to detail and record-keeping ability.
- Experience working with digital document management systems, registers or databases.
- Good written communication skills.
- Confidence drafting routine correspondence and management reports.
- The ability to manage competing deadlines and monitor outstanding actions.
- Competence using Microsoft Office, particularly Word, Excel and Outlook.
- Experience in property management, housing, facilities, compliance or operational administration would be advantageous.
- Familiarity with EPC, Gas Safety, EICR, HMO licensing or property compliance requirements would be beneficial.
Benefits
- Salary between £33,400 to £41,700 per year.
- Permanent, full-time employment.
- 28 days’ paid annual leave, inclusive of public holidays.
- Workplace pension scheme for eligible employees.
- Relevant training in areas such as compliance, data protection and property management software.
- Structured six-month probationary period.
Right to Work
Employment is conditional upon the successful candidate having and maintaining the legal right to live and work in the United Kingdom.
Applicants may be required to provide original right-to-work documentation before commencing employment.
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