Administration Manager

Location: Greater London

* Oversee daily administrative functions across the business to ensure efficient operations.
* Maintain central records for contracts, licences, supplier documents, and company policies.
* Monitor and update building and HMO licences, ensuring renewals are actioned promptly.
* Support meeting administration — agendas, minutes, and action tracking.
* Coordinate office logistics and support IT and system access requirements for the team.
* Line manage the Coordinator - Administration & Operations and Vertus Graduate, providing direction, workload planning, and professional development support.
* Oversee onboarding of new starters — ensuring systems access, equipment, and induction plans are in place.
* Regularly review internal systems, ensuring user access levels and approval hierarchies are up to date.
* Support updates to organisation charts, cost centre allocations, and system permissions as staffing changes occur.
* Manage intern and work experience programmes, including recruitment coordination, placement logistics, and feedback collection.
* Proven experience in a business administration or operations management role, ideally within property, real estate, or a professional services environment.
* Demonstrable experience of leading and managing a team, with direct responsibility for line reports.
* Experience managing financial processes such as cross-charges, invoice coding, or cost centre allocations.
* Experience coordinating HR administration — onboarding, systems access, and staff lifecycle changes.
* Track record of improving or maintaining business systems and workflows (finance, HR, or compliance platforms).
* Experience monitoring and reporting on spend or budgets, including pre-paid or expense card management, with responsibility for budget management and forecasting.
* Exposure to utilities or property administration (e.g. council tax, licences, service contracts).
* Experience in the Build-to-Rent, residential property, or facilities management sectors.
* Experience supporting operational reviews (e.g. PO or portfolio reviews) and preparing management reports.
* Supervisory experience — managing interns, work placements, or junior administrative staff.
* Previous involvement in system audits, approval hierarchies, or data governance reviews.
* Strong administrative and organisational skills with the ability to manage multiple streams of work simultaneously.
* Excellent numerical and analytical skills with attention to financial accuracy and cost allocation.
* Confident using Excel and other data tools for reporting, reconciliation, and tracking.
* Working knowledge of business systems such as Yardi, Smartsheets etc.
* Understanding of basic HR processes (onboarding, user access, cost centre updates).
* Awareness of property-related administration such as HMO licences, building licences, and utility account management.
* Strong written and verbal communication skills, with the ability to draft clear correspondence and maintain accurate documentation.
* Process improvement mindset — able to spot inefficiencies and suggest practical solutions
* Highly organised, methodical, and reliable — able to keep on top of multiple administrative priorities.
* Commercially minded with a sense of accountability for cost control and value for money.
* Proactive and self-motivated — takes ownership of tasks and sees them through to completion.
* Strong interpersonal skills; confident working across different teams and levels of seniority.
* Discreet and professional when handling sensitive information (financial or HR-related).
* Flexible and adaptable, comfortable working in a fast-paced, evolving business environment.
* Collaborative and approachable — a natural team player who supports others and maintains positive working relationships.
** HEALTH SAFETY AND WELFARE RESPONSIBILITIES
**** ENVIRONMENTAL, SOCIAL & GOVERNANCE (ESG) RESPONSIBILITIES
**** QUALITY MANAGEMENT RESPONSIBILITIES
*** Find opportunities to collaborate with others across the business to achieve shared goals
* Encourage inclusive networks and treat others with respect and fairness
* Use knowledge to work effectively with suppliers / contractors to meet shared…