Property Portfolio Administrator

This is a remote position.

• Own day-to-day administration across properties: rental statements, repairs follow-up, arrears tracking, tenant changeover admin, and letting agent queries.
• Track and action safety certificates, property insurance renewals, council tax setups, and utility transitions before deadlines expire.
• Maintain complete and accurate records across CRM platforms, mortgage schedules, shared cloud folders, and digital portfolio trackers.

• Maintain a 100% complete mortgage and refinance schedule across all financed properties.
• Spot mortgage end dates early, initiating refinance preparation at least 3 months in advance.
• Coordinate refinance progression with brokers, lenders, valuers, and legal teams, keeping documentation moving without avoidable delay.

• Own day-to-day management of the portfolio inbox, ensuring incoming queries are acknowledged, prioritised, and progressed.
• Act as the central information hub: pass key portfolio updates promptly to internal operational, finance, and marketing teams without them having to chase.
• Build constructive working relationships with letting agents, contractors, insurers, and professional advisers.

• Review portfolio cash flow, occupancy, and operating costs monthly—bringing forward at least one practical efficiency recommendation or cost-saving proposal each month.
• Produce concise regular reporting on portfolio position, refinance status, risks, and upcoming actions.

Requirements

• Proven Experience: 5+ years of experience in a high-volume administration, senior operational support, project coordination, or executive assistant role. Experience supporting international clients remotely is highly advantageous.
• System & Tracker Proficiency: High IT competency with spreadsheets and CRM platforms. Familiarity with Google Workspace tools is a distinct advantage.
• Tech & AI Agility: Comfortable picking up new software quickly and naturally curious about using AI tools to streamline admin workflows and drive efficiency.
• Communication Skills: Flawless written and spoken English. You write updates that are clear, professional, and proactive enough that leadership rarely needs to ask follow-up questions.

• A quiet, professional home office environment free from background noise.
• Meticulously reliable high-speed fibre internet connection.
• Robust backup power arrangements (Inverter/UPS) and secondary data options to ensure uninterrupted working hours.
• Modern laptop/PC, high-quality headset, and clear webcam.

• Proactive Owner: You chase outstanding items without prompting and never send an email and simply wait.
• Process & Tracker Disciplined: Rigorous and detail-focused, you rely on CRMs, spreadsheets, and live asset trackers—never memory.
• Commercially Curious & Tenacious: You think like a landlord—checking costs, seeking cost-effective outcomes, and holding letting agents, contractors, and brokers accountable.
• Channel Confident: You pick up the phone when a quick call will unblock an issue faster than an email, always documenting decisions in writing afterwards.
• Clear on Boundaries: You drive operational admin relentlessly, but escalate investment, lending, expenditure, and strategy decisions strictly to Directors.

Benefits

• High-Performing Culture: Join an award-winning, highly supportive business with a warm, family-like team dynamic.
• 100% Remote Stability: Full-time permanent remote contract running on a clear Monday–Friday UK daytime schedule with a dedicated 1-hour lunch break.
• Professional Development: Continuous professional learning, financial support for training, and an assigned team buddy for ongoing onboarding support.

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