Portfolio Property Coordinator

Location:

Oxygen House, Exeter Business Park, EX1 3LH

Term:
Full time,Permanent

Hours:

40 hours per week

Salary:
Competitive + Benefits

Applications will be reviewed on a rolling basis, so early applications are encouraged.

Oxygen House Limited is more than just a company; we're a curious and optimistic community dedicated to building a sustainable future. We sit at the heart of Oxygen House Group, a family of privately-owned responsible businesses involved in renewable energy, biodiversity restoration and conservation, education technology, city planning and sustainable property development.

Our award-winning building is one of the most innovative commercial office spaces in the region, designed with sustainability and employee well-being in mind.

We are seeking an adaptable and detail-oriented Portfolio Property Coordinator to join our team, where you will be responsible for supporting the day-to-day management of our diverse property portfolio. This role is split between facilities and property coordination and lease/tenant management, covering residential, commercial, and holiday home properties. You will oversee both preventative and reactive maintenance, coordinate with contractors, manage tenant relationships, and ensure compliance with legal requirements.

In addition to property management, you will also handle data, legal documentation, and property-related administrative tasks. If you're someone who learns quickly, thrives in a varied environment, and enjoys working across multiple property types, this is the role for you.

• Tenant and Lease Management:
  Act as a point of contact for tenants, manage lease agreements, ensure compliance with tenancy terms, and handle tenant queries or issues related to property maintenance.
• Property Portfolio Management:
  Oversee and track maintenance tasks across a diverse property portfolio, balancing the specific needs of residential, commercial, and holiday let properties.
• Facilities Coordination:
  Oversee both preventative and reactive maintenance tasks across residential, commercial, and holiday home properties. Ensure timely completion of work while maintaining cost-efficiency.
• Contractor and Supplier Liaison:
  Coordinate with external contractors for maintenance, repairs, and property improvements, ensuring high-quality standards, adherence to deadlines, and cost-effectiveness.
• Portfolio Data Management:
  Maintain accurate property records, including maintenance logs, tenant details, lease agreements, and compliance documentation.
• Reporting:
  Provide periodic reports on portfolio performance, property upkeep needs, contractor efficiency, and budget utilisation.
• Regulatory Compliance & Legal Oversight:
  Maintain compliance with legal and regulatory requirements, including health and safety, lease terms, and environmental standards. Handle property-related legal documentation and ensure properties meet statutory obligations.
• Budget Monitoring & Cost Control:
  Track and manage expenses related to property maintenance, ensuring financial discipline while aligning with budgetary constraints.
• Property Acquisitions & Disposals Support:
  Assist with asset acquisitions, disposals, and portfolio improvements by managing due diligence, documentation, and operational requirements.
• Customer & Tenant Relations:
  Ensure high levels of tenant satisfaction by addressing queries, resolving maintenance issues promptly, and maintaining strong communication with property occupants.
• Key & Access Control Management:
  Oversee key distribution and secure access across residential, commercial, and holiday properties to maintain security and operational efficiency.
• Process & Workflow Improvements:
  Identify opportunities to enhance property management processes, leveraging digital tools and streamlining workflows to improve operational efficiency.

• Quick Learner: You are able to quickly absorb new information and processes, whether it’s specific to residential, commercial, or holiday let property management.
• Dynamic and Adaptable: You thrive in a fast-paced environment with a varied set of tasks and responsibilities, ensuring smooth operations across different property types.
• Proactive Problem Solver: You take the initiative to address issues and manage property-related concerns independently, whether related to maintenance, tenant queries, or legal matters.
• Highly Organised: You excel at managing multiple tasks across a diverse portfolio, ensuring that maintenance, tenant relations, and legal obligations are handled efficiently and effectively.
• Excellent Communicator: You are skilled in communicating with tenants, contractors, and legal professionals, maintaining positive relationships and ensuring smooth coordination.
• Customer-Focused: You pride yourself on providing excellent service to tenants, ensuring their needs are met and any issues are resolved promptly.
• Attention to Detail/thoroughness in task completion: You have the ability to produce precise and error-free work,…