Accounts, invoicing and service charges

• Work closely with the accounts team to ensure rents, service charges, utilities, insurance and other sums are correctly invoiced.
• Support the preparation and communication of service charge budgets, demands and reconciliations.
• Investigate tenant invoice queries and agree responses with accounts and/or Directors where needed.
• Assist with arrears follow-up and tenant communication, escalating payment disputes where appropriate.
• Clearly communicate any agreed concessions, rent-free periods, stepped rents, deposits and tenant-specific arrangements to the accounts department.
• Work alongside the accounts team and utilise Yardi Voyager property management software to support accurate tenant records, invoicing and service charge administration.

Property operations and compliance support

• Coordinate minor maintenance requests with approved contractors and internal maintenance staff.
• Obtain quotes, raise instructions within delegated authority and follow up completion of works.
• Keep records of inspections, contractor visits, issue resolution and tenant communications.
• Support statutory and good-practice compliance processes, including fire safety, asbestos, electrical safety, EPCs, insurance requirements and health and safety documentation, under Director or external consultant guidance.
• Assist with dilapidations, licences for alterations, signage requests and tenant fit-out queries by gathering information and coordinating professional input.
• Support the Directors in ensuring compliance with relevant legal, health and safety, fire safety, environmental and property-related obligations.

Systems, organisation and improvement

• Maintain accurate and well-organised electronic records so that Directors have clear access to up-to-date information and the company retains a reliable long-term record for future management and decision-making.
• Seek out practical ways to improve company processes and efficiency.
• Be adaptable in adopting new technologies, software and systems that support better property management and administration.
• Use Microsoft Copilot and other approved software tools to improve efficiency, organisation and day-to-day working practices.

Skills and experience

The right person may come from commercial property management, commercial agency, estate agency, lettings, facilities management, block management, surveying support or a similar client-facing property role.

Commercial property experience would be advantageous, but judgement, communication skills, reliability, organisation and common sense are essential.

We are looking for someone with:

• Experience in commercial property management, commercial agency, estate agency, facilities management, block management or a comparable landlord/tenant-facing role.
• Strong communication skills by phone, email and in person.
• The ability to be warm, professional and helpful, while also being clear and firm when needed.
• Strong organisation and administrative skills, with the ability to maintain trackers, diaries and follow-up systems.
• Commercial awareness and a willingness to learn lease structures, heads of terms, rent reviews, service charges and landlord/tenant obligations.
• A basic understanding of repairs, contractors, building issues and practical property operations.
• Good Microsoft Office skills, especially Outlook, Word and Excel.
• The ability to work in a small family business where reliability, judgement, discretion and common sense matter as much as formal qualifications.

Desirable but not essential

• Commercial property or business park experience.
• RICS, IRPM, ARLA Propertymark or similar property training/qualification.
• Experience with service charges, lease renewals, heads of terms or commercial property solicitors.
• Knowledge of health and safety, fire safety, asbestos management, EPCs and contractor management.
• Experience with CRM or property management software.

Person specification

The successful candidate is likely to be:

• Practical, calm and solutions-focused.
• Personable and relationship-led, but not a pushover.
• Commercially minded and comfortable protecting landlord interests.
• Highly organised, diligent and good at following things through.
• Happy to be visible on site and build rapport with tenants.
• Discreet and trustworthy when dealing with confidential tenant, financial and company information.
• Comfortable working in a small team with variety, changing priorities and hands-on work.
• Interested in improving systems, processes and the way the business operates.

Working arrangements

The role is primarily office-based at Earls Colne Business Park, given the tenant-facing and site-based nature of the position. Occasional working from home may be possible by agreement where business needs allow.

Full-time or part-time may be considered for the right candidate.

A full clean UK driving licence is required.

We are offering a competitive salary, dependent on experience, together with a discretionary bonus based on individual and company performance.

How to apply

Please send your CV to info@ehobbs.co.uk. Alternatively, please feel free to message us for an informal conversation about the role.