Office Administrator – Commercial Property Agency

Office Administrator – Commercial Property AgencyJob Overview

We are a busy commercial property agency based in London, specialising in warehouses, offices, creative workspaces, retail units, storage spaces and other commercial properties.

We are looking for a reliable, organised and proactive Office Administrator to join our small, friendly team and support the smooth day-to-day running of our office.

This is a varied role involving office administration, handling enquiries, assisting property negotiators, coordinating appointments, maintaining property records and ensuring that daily tasks are completed accurately and on time.

The ideal candidate will be confident communicating with clients, comfortable managing several tasks at once and able to work independently without constant supervision.

We are looking for someone who takes initiative, pays attention to detail and enjoys being part of a busy, collaborative working environment.

Key Responsibilities

Office Administration & Organisation

• Support the day-to-day running of the office and assist colleagues with administrative tasks.
• Answer incoming telephone calls professionally and assist clients with general enquiries.
• Monitor incoming emails, respond to routine correspondence and direct enquiries to the appropriate team members.
• Maintain accurate and organised digital records, spreadsheets and internal trackers.
• Prepare, update and organise property documents, correspondence and other administrative paperwork.
• Follow up on outstanding administrative tasks and ensure deadlines are met.
• Help maintain an organised, efficient and professional office environment.

Property Enquiries & Client Communication

• Assist with handling enquiries from prospective tenants, landlords and other clients.
• Contact prospective clients by telephone and follow up by email where required.
• Record enquiries, client requirements, communications and follow-up actions accurately in our internal systems.
• Ensure enquiries are attended to promptly and passed to the appropriate negotiator where necessary.
• Help maintain and update the client Requests List.
• Provide friendly, helpful and professional customer service.

Property Administration & Negotiator Support

• Assist negotiators with arranging property viewings and coordinating appointments.
• Confirm appointments and communicate relevant information to clients and colleagues.
• Help maintain accurate property listings, availability information and internal property trackers.
• Assist with preparing property particulars, offer documentation, Heads of Terms and other routine documents using approved templates.
• Support the coordination of property keys, access arrangements and handovers.
• Follow up on outstanding documents and information from landlords, tenants and colleagues.
• Assist with general administrative tasks relating to property transactions and managed properties.

Team Support

• Work closely with negotiators, marketing staff and management to ensure the office operates efficiently.
• Help colleagues with general enquiries, telephone calls and administrative tasks when required.
• Communicate clearly about outstanding work, priorities and any issues requiring attention.
• Take ownership of assigned responsibilities and ensure tasks are followed through to completion.

Requirements

Essential

• Excellent organisational and time-management skills.
• Strong attention to detail and accuracy.
• Confident and professional telephone manner.
• Good written and spoken English.
• Good computer skills, including Microsoft Office, Outlook, Word and Excel.
• Ability to manage multiple tasks and prioritise work effectively.
• Reliable, punctual and responsible approach to work.
• Ability to work independently, use initiative and solve everyday problems.
• Friendly, helpful and professional attitude.
• Willingness to support colleagues and work as part of a small team.
• Ability to maintain confidentiality when handling client and business information.

Desirable

• Previous experience in office administration, property administration or a similar role.
• Experience working in an estate agency, commercial property agency or property management company.
• Experience maintaining spreadsheets, CRM systems or enquiry trackers.
• Familiarity with Google Workspace and accounting software such as QuickBooks.
• Experience coordinating appointments, viewings or property-related documentation.

Previous property industry experience would be an advantage but is not essential. We are happy to consider candidates with strong administrative skills, a positive attitude and a willingness to learn.

Working Hours

• Monday to Thursday: 9:00 am – 5:30 pm (including a 30-minute paid break).
• Friday: 9:00 am – 1:00 pm.
• 38 paid hours per week.
• Full-time, permanent position.
• Office-based in London.

Salary

Starting from £12.71 per hour, depending on experience.

Additional company bonuses available on successfully completed property deals, subject to the company's bonus scheme.

What We Offer

• A varied and interesting role within the commercial property industry.
• A friendly, supportive, small-team working environment.
• Opportunities to develop knowledge and experience in commercial property.
• A consistent Monday-to-Friday working schedule with Friday afternoons off.
• The opportunity to take ownership of your work and make a meaningful contribution to the business.

Who We're Looking For

We are particularly interested in someone who is naturally organised, proactive and dependable.

You should be comfortable working in a busy office, speaking to clients on the telephone, keeping track of multiple tasks and making sure nothing important is overlooked.

We value people who take pride in their work, communicate openly, support their colleagues and follow through on their responsibilities.

If you enjoy keeping things organised, helping people and being part of a busy property business, we would love to hear from you.

Pay: From £12.71 per hour

Expected hours: 38.0 per week

Benefits:

• On-site parking

Ability to commute/relocate:

• Lower Clapton E5 9LU: reliably commute or plan to relocate before starting work (preferred)

Experience:

• property office administrator: 1 year (required)

Work Location: In person