Property Coordinator

West London NHS Trust, in partnership with Central London Community Healthcare NHS Trust (CLCH), is establishing a new shared property management service to support a diverse and extensive estate portfolio. The Property Co‑ordinator plays a key role in ensuring the efficient day‑to‑day management of property‑related administrative functions across the service. This includes coordinating activities across a broad portfolio of approximately 350 properties spanning eleven London Boroughs and Hertfordshire.

The role involves working closely with a wide range of stakeholders, including clinical teams, corporate services, external agencies, facilities management providers, landlords and NHS system partners. The post holder will be responsible for supporting property operations through effective communication, maintenance of accurate property records, utilisation of digital procurement systems, and oversight of stock management processes. A strong emphasis is placed on property coordination, data management and Estates operational support, including the use of electronic systems to monitor performance, maintain compliance, and contribute to achieving key performance indicators and service targets.

The Property Co‑ordinator will lead the delivery of high‑quality administrative support within the estates function, demonstrating a high level of organisation, professionalism, and a proactive approach.

• Lead the customer service function of the service, maintaining a detailed and accurate message recording system, taking appropriate action where necessary, and contacting members of the team as appropriate if messages require urgent / early attention.
• Constantly review the administration process ensuring they remain efficient and cost effective.
• Work with the service to manage local paperwork and documentation in line with the requirements of the Trust and the team.
• Work with colleagues to ensure service information provided to referrers and patients is correct and up to date.
• Responsible for data entry on electronic CAFM (Computer Aided Facilities Management) record system.
• Work with colleagues to design and manage processes to collate satisfaction feedback from users.
• Undertake audits and surveys as requested.
• Participate and be a driver for any project work.
• Manage the office systems and equipment (photocopiers, telephones, franking machines, etc), ensuring these are working correctly and arranging maintenance engineers when necessary.
• Support the locality leadership team with diary management, email management, roster management.
• Complete the production of reports and data as required, including supporting with administration of meetings and collation of local data sets.
• Deliver the administration of meetings as requested, including sending invites, circulating required documents, producing minutes and action logs, following up tasks delegated to you for completion.