Gilini Group
Property Administrator
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Property Administrator
Eden Management Services Limited • Property Operations Management Team
Location: Barkingside, East London (IG6) — office based, 5 days per week
Employment type: Full-time, permanent
Salary: £30,000 – £32,000 per year, depending on experience
Reports to: Head of Property
Hours: Monday–Friday, 9:00am–5:00pm
About
Our Property Operations Management Team keeps our properties running smoothly day to day — maintaining compliance, coordinating works, and delivering excellent service to tenants and stakeholders.
We are looking for a highly organised, process-driven Property Administrator to keep those operations structured and efficient. The ideal candidate has strong attention to detail, excellent administrative skills, and the ability to juggle multiple priorities while ensuring documentation and compliance requirements are always met.
The Role
As Property Administrator you will be central to the seamless administration of property operations — tracking compliance, coordinating tenant onboarding and offboarding, overseeing maintenance works, handling utilities and contractor payments, and keeping our records accurate. You will be comfortable working across property management systems and confident in the Microsoft 365 suite (Excel, Word, Outlook, Teams, SharePoint).
Key Responsibilities
Organisation & administrative support
- Maintain structured, up-to-date records of all property-related documentation.
- Manage the team's calendar — scheduling meetings, inspections, lease renewals, and compliance deadlines.
- Take a systematic approach to tracking tasks and ensuring actions are completed on time.
Compliance & certification management
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- Track and manage compliance deadlines for property certifications (e.g. gas safety, electrical, fire safety).
- Ensure all compliance documentation is correctly stored and accessible in line with company procedures.
- Proactively flag upcoming certificate expirations and arrange renewals ahead of deadlines.
Tenant onboarding & offboarding
- Own the end-to-end onboarding and offboarding process, ensuring documentation, compliance checks, and operational requirements are all met.
- Ensure tenancy paperwork, utility setups, and key handovers are completed promptly.
- Coordinate with internal teams for seamless tenant transitions and accurate record-keeping.
Maintenance & works coordination
- Log tenant maintenance requests and assign tasks efficiently.
- Coordinate with contractors and suppliers for repairs, compliance checks, and other property works.
- Track the progress and timelines of works, ensuring deadlines are met and reported accurately.
- Keep accurate records of ongoing and completed works.
Finance, utilities & contractor payments
- Manage utility accounts — ensuring correct setup, transfers, and timely payments.
- Track contractor invoices, supplier payments, and service charges, submitting payment requests into our accounts system promptly and accurately.
Technology & systems
- Work confidently within property management software (e.g. Arthur) and other digital platforms.
- Ensure accurate data entry, maintaining an up-to-date digital audit trail of all activity.
- Use Microsoft 365 (Excel, Word, Outlook, Teams, SharePoint) for reporting, document storage, and communication.
- Identify and adopt new tools that improve efficiency across property operations.
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What Success Looks Like
In your first few months you will have taken ownership of the compliance tracker with no missed deadlines, established a reliable rhythm for tenant onboarding and offboarding, and become the team's go-to person for keeping property records accurate and up to date.
Skills & Experience
Essential
- Exceptional organisational skills — able to structure processes, keep documentation in order, and manage competing priorities.
- Meticulous attention to detail — ensuring compliance documents, invoices, and contracts are correctly recorded and filed.
- Process-driven mindset — comfortable following structured workflows and improving them.
- Strong multitasking — handling multiple deadlines and stakeholder requests at once.
- Excellent communication — professional and clear, written and verbal.
- Proactive and reliable — takes ownership and delivers on time.
- Proficiency in Microsoft 365 — especially Excel, Word, Outlook, and SharePoint.
- At least 3 years' administrative experience.
Desirable
- 2+ years' experience in property administration or a related role.
- Experience with property management software (e.g. Arthur) or comparable digital tools.
Why Join?
- Be part of a structured, process-driven team where efficiency and organisation genuinely matter.
- Work in a collaborative environment where your attention to detail is valued.
- 28 days annual leave including bank holidays.
Requirements
- Commute: able to reliably commute to Barkingside, IG6, or relocate before starting (required).
- Experience: administrative — 3 years (required); property management — 2 years (preferred).
- Work authorisation: United Kingdom (required).
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