About the Company
Roger Hannah Limited is committed to providing exceptional property management services. Our mission is to ensure the effective management of client property portfolios while fostering a culture of professionalism, integrity, and respect.
About the Role
As a Property Administrator within the Property Management department, you will provide professional and administrative support across the full property management function. You will assist in the coordination and delivery of operational, financial, and compliance activities, ensuring the smooth running of the department and the effective management of client property portfolios. The role involves close collaboration with the Facilities, Property Management, and Accounts teams to deliver high-quality, compliant, and efficient management services. This is a varied and hands-on position requiring excellent organisation, attention to detail, and a proactive, service-focused approach.
Responsibilities
- Departmental & Portfolio Support
- Provide comprehensive support to the Property Management department in the day-to-day management of client portfolios.
- Undertake all administration in relation to the occupation and vacation of commercial properties.
- Coordinate and monitor reactive and planned maintenance activities, ensuring compliance with service standards and client expectations.
- Liaise with tenants, clients, and contractors to resolve maintenance or operational issues promptly and effectively.
- Assist with the preparation of management reports, including arrears, budget variance, KPI, and compliance updates.
- Support the preparation and review of annual budgets and management summaries.
- Attend client meetings as required, take minutes, and distribute follow-up actions.
- Insurance & Compliance Oversight
- Oversee and monitor the managed insurance portfolio renewals, ensuring timely updates, accuracy, and communication with brokers and clients.
- Manage and maintain the RCA diary, ensuring all actions and renewals are completed on schedule.
- Oversee and maintain the EPC schedule across the portfolio, ensuring all properties remain compliant with current legislation and certification is renewed promptly.
- Assist in reviewing and tracking compliance documentation, including H&S and fire risk assessments, asbestos reports, and insurance inspections.
- Support in developing and maintaining emergency response and risk management procedures across the portfolio.
- Utilities & Operational Administration
- Take responsibility for managing utility supply renewals, coordinating change of tenancies (COTs), and ensuring accurate billing and account setup.
- Oversee utility recharging processes, ensuring data accuracy and prompt recovery of costs from tenants.
- Manage and administer Roger Hannah’s ‘In & Out’ Standard Operating Procedure for utilities, ensuring consistent application across all managed properties.
- Work collaboratively with the Property Finance team to ensure utility payments, meter readings, and supplier data are accurately recorded.
- Data, Reporting & Documentation
- Maintain up-to-date and accurate information within the property management databases, ensuring data integrity for leases, maintenance, compliance, and suppliers.
- Produce regular reports summarising operational performance, compliance tracking, and key deadlines.
- Collate and analyse utility consumption data to support sustainability initiatives.
- Maintain organised digital filing systems for all property documentation, ensuring accessibility and compliance with GDPR.
- Financial Administration
- Review and approve supplier invoices, ensuring accuracy and adherence to budgets and procurement policies.
- Assist in processing purchase orders, coding costs, and ensuring correct tenant recharges.
- Support with the preparation of financial summaries, accruals, and quarterly client reports.
- Continuous Improvement & Standards
- Ensure all activities are carried out in accordance with Roger Hannah’s Standard Operating Procedures.
- Support continuous improvement within the department, helping streamline processes and enhance efficiency.
- Contribute to maintaining RICS, ISO, and statutory compliance standards.
Collaborate with other departments to promote consistent, high-quality client service delivery.
Core Values
- Exhibit Roger Hannah Values: Represent the company with professionalism, integrity, and respect.
- Self-Management: Show initiative, take ownership of tasks, and meet deadlines consistently.
- Embrace Change and Technology: Adapt to new systems, technology, and processes that improve performance.
- Commercial Engagement: Support the department in achieving its performance and revenue objectives.
- Outstanding Service Delivery: Provide timely, reliable, and accurate support to internal and external stakeholders.
- Effective Communication: Communicate clearly, courteously, and confidently across all levels.
- Results Focused: Prioritise effectively to achieve consistent and measurable results.
- Innovation and Problem Solving: Identify and implement improvements that enhance efficiency and service.
- Continuous Development: Commit to learning, growth, and professional improvement.
Qualifications
- Experience in property or facilities management, ideally within a commercial real estate environment.
- Understanding of insurance administration, compliance tracking, and utility management.
- Strong organisational and time management skills, with the ability to manage multiple tasks accurately.
- Excellent IT proficiency, including Microsoft Office (Word, Excel, Teams, SharePoint).
- Experience with property management or CAFM systems preferred.
- Knowledge of health & safety, fire safety, and EPC compliance.
- Strong written and verbal communication skills with a professional approach.
- Financial awareness, including experience reviewing invoices and managing budgets.
- Detail-oriented, reliable, and capable of working both independently and collaboratively.
Personal Attributes
- Professional, dependable, and confident.
- Highly organised with strong attention to detail.
- Approachable, adaptable, and team-focused.
- Calm and efficient under pressure.
- Proactive and eager to contribute to continuous improvement.
- Upholds Roger Hannah’s standards of professionalism and service excellence.