Millwood Kane International
Property Operations Coordinator
London
Posted about 21 hours ago
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Property and Lease Mobilisation
- Coordinate the operational onboarding of newly managed properties, leases and portfolio additions under the direction of senior management.
- Maintain mobilisation checklists covering property details, owner/landlord data, access arrangements, condition information, compliance documents, service contacts, key dates, system setup and outstanding actions.
- Coordinate handovers between acquisitions, property operations, finance, maintenance and external stakeholders to ensure that agreed information and actions are complete before a property moves into live operation.
- Maintain a central register of onboarding status, missing documentation, critical dependencies, assigned owners and escalation dates.
Operational Workflow and Process Control
- Maintain and improve approved standard operating procedures for property onboarding, repairs coordination, compliance-file management, inspections, contractor invoices, property handovers, landlord/client reporting and internal escalation.
- Map operational workflows, identify duplication, delay, incomplete records and control weaknesses, and present practical improvement proposals for supervisor approval.
- Coordinate routine cross-team actions between property operations, maintenance, finance, acquisitions and administration.
- Maintain action logs, escalation logs and operational meeting records, ensuring owners and deadlines are clearly recorded and followed up.
- Support implementation and use of company property-management, CRM, document-management and workflow systems.
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Data, Documentation and Reporting
- Maintain accurate, structured and retrievable property, lease, landlord/owner, contractor and compliance data in approved systems.
- Carry out data-quality checks, identify incomplete or inconsistent records and coordinate corrective action with responsible colleagues.
- Prepare weekly and monthly operational reports covering property mobilisation, open actions, compliance exceptions, repairs and maintenance status, inspections, contractor performance, aged tasks and data-quality issues.
- Support the preparation of landlord, client, council and internal management reports by reconciling information from approved systems and escalating discrepancies.
- Maintain audit-ready digital records of operational procedures, handovers, checklists, meeting decisions, documents and exception management.
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Property-Operations Support and Risk Escalation
- Support operational coordination of property inspections, repairs, compliance renewals and contractor activity by ensuring actions are properly logged, allocated, monitored and evidenced.
- Identify missing compliance evidence, aged repairs, repeated defects, incomplete onboarding steps, overdue actions and information risks; escalate these promptly to the relevant operational owner.
- Support implementation of agreed corrective actions and track closure through to documented completion.
- Handle operational communications with landlords, contractors, residents/occupants, councils and colleagues within delegated authority, providing factual updates and referring sensitive, contractual, high-risk or disputed matters to senior management.
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Skills
Property Mobilisation
Operational Workflow Mapping
Compliance Management
Data Quality Control
Stakeholder Coordination
CRM Systems
Document Management
Reporting
Risk Escalation
Contractor Management
Lease Administration
Process Improvement
Location