Madison Hive
Office & Marketing Administrator
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Job Title: Office & Marketing Administrator
Location: London
Job Type: Full Time – 5 Days in office - £50,000–£60,000
Our client is a well-established real estate investment and management business with an international presence and a growing UK and European logistics and industrial investment portfolio. The business provides a collaborative and professional environment, working closely with investors, brokers, legal advisers, property managers and senior leadership.
We are now recruiting for an experienced Office & Marketing Administrator to provide comprehensive administrative, office management, marketing, leasing and operational support to the UK team. This is a varied role requiring someone who is highly organised, proactive and comfortable managing multiple priorities in a fast-paced environment.
The successful candidate will act as a key point of contact for the office, supporting day-to-day operations while also assisting with senior leadership, CRM and data management, leasing activity, events and property-related administration.
Key Responsibilities
Office Management & Operations
- Oversee the day-to-day running of the office, ensuring a professional and well-organised environment.
- Manage office supplies, kitchen provisions, inventory and related expenses.
- Coordinate office equipment, IT requirements and workspace setup for employees and visitors.
- Liaise with building management, landlords and external vendors regarding maintenance and access.
- Coordinate with external IT providers and provide basic troubleshooting support.
- Support onboarding arrangements for new hires and visitors.
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Administrative & Executive Support
- Manage scheduling and diary coordination across multiple time zones.
- Arrange domestic and international travel, including flights, accommodation and itineraries.
- Prepare and submit expense reports and track team budgets and operational expenses.
- Provide administrative support to senior leadership during UK visits.
- Assist with presentations, reports and business correspondence.
- Maintain business contacts and CRM records.
Lease Administration & Document Management
- Maintain accurate lease, transaction and operational records.
- Manage document execution processes, including electronic and physical signatures.
- Coordinate with brokers, legal advisers and third parties to ensure documents are completed on time.
- Maintain organised digital and physical filing systems.
CRM & Data Management
- Maintain and update the CRM system, ensuring data is accurate and complete.
- Support leasing, operational and reporting data entry.
- Assist with the preparation and distribution of reports for the UK team.
Marketing & Leasing Support
- Coordinate the production and distribution of leasing and marketing materials.
- Ensure marketing materials align with company brand standards.
- Support leasing activity tracking, reporting and communication.
- Arrange printing and distribution of marketing collateral.
- Maintain organised templates, presentations and documentation.
Events & Office Experience
- Plan and coordinate broker events, investor meetings and corporate functions.
- Organise internal meetings, offsites and team-building activities.
- Coordinate venues, catering, travel, RSVPs and event materials.
- Ensure a high-quality experience for visitors, clients and stakeholders.
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Property & Asset Management Support
- Assist with property management agreement administration and tracking.
- Support acquisition processes, including due diligence, transition checklists and documentation.
- Process invoices, track payments and liaise with accounting and third-party property managers.
- Assist with management fee invoicing and payment tracking.
- Support wider reporting and property administration activities.
Key Requirements
- Previous experience in an administrative, office management or similar support role, ideally within real estate.
- Strong organisational skills and excellent attention to detail.
- Ability to manage multiple priorities in a fast-paced and demanding environment.
- Strong written and verbal communication skills.
- Proficient in Microsoft Office.
- Experience with CRM systems, particularly Salesforce, would be advantageous.
- Experience with Concur or similar expense management systems would be advantageous.
- Confident liaising with senior stakeholders, brokers, legal advisers, vendors and external contacts.
- Proactive, reliable and able to work independently with a high level of personal responsibility.
- Professional approach with strong interpersonal skills and a genuine can-do attitude.
- Comfortable working in an office-based environment five days per week.
- Ability to work collaboratively with UK and international teams.
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