Property Portfolio Administrator

This is a remote position.

A fast-growing property investment firm is seeking a hyper-organised fully remote Investment Portfolio Administrator to keep their property portfolio organised, compliant, and moving. Working Monday to Friday, 08:30-16:30 UK time (1-hour lunch break), this full-time permanent role offers an authentic, collaborative, and high-vibe team environment. Reporting to senior operations leadership and working alongside company directors, you will take total ownership of held portfolio administration and coordination.

We are looking for a process-disciplined self-starter who wants to take complete operational ownership and grow long-term as the business expands. No prior UK property experience required. Full training from the ground up is provided: we care far more about your proactive drive, organisational stamina, and process discipline.

• Own day-to-day administration across properties: rental statements, repairs follow-up, arrears tracking, tenant changeover admin, and letting agent queries.
• Track and action safety certificates, property insurance renewals, council tax setups, and utility transitions before deadlines expire.
• Maintain complete and accurate records across CRM platforms, mortgage schedules, shared cloud folders, and digital portfolio trackers.

Refinance & Finance Administration:

• Maintain a 100% complete mortgage and refinance schedule across all financed properties.
• Spot mortgage end dates early, initiating refinance preparation at least 3 months in advance.
• Coordinate refinance progression with brokers, lenders, valuers, and legal teams, keeping documentation moving without avoidable delay.

Stakeholder Communication & Cross-Department Coordination:

• Own day-to-day management of the portfolio inbox, ensuring incoming queries are acknowledged, prioritised, and progressed.
• Act as the central information hub: pass key portfolio updates promptly to internal operational, finance, and marketing teams without them having to chase.
• Build constructive working relationships with letting agents, contractors, insurers, and professional advisers.

Commercial Optimisation & Reporting:

• Review portfolio cash flow, occupancy, and operating costs monthly-bringing at least one practical efficiency recommendation or cost-saving proposal each month.
• Produce concise regular reporting on portfolio position, refinance status, risks, and upcoming actions.

Requirements

• Proven Experience:
  
  5+ years of experience in a high-volume administration, senior operational support, project coordination, or executive assistant role. Experience supporting international clients remotely is highly advantageous.
• System & Tracker Proficiency:
  High IT competency with spreadsheets and CRM platforms. Familiarity with Google Workspace tools is a distinct advantage.
• Tech & AI Agility:
  Comfortable picking up new software quickly and naturally curious about using AI tools to streamline admin workflows and drive efficiency.
• Communication
  
  Skills:
  
  Flawless written and spoken English. You write updates that are clear, professional, and proactive enough that leadership rarely needs to ask follow-up questions.

Dedicated Remote Setup:

• A quiet, professional home office environment free from background noise.
• Meticulously reliable high-speed fibre internet connection.
• Robust backup power arrangements (Inverter/UPS) and secondary data options to ensure uninterrupted working hours.
• Modern laptop/PC, high-quality headset, and clear webcam.

This role requires a decisive self-starter who drives issues forward relentlessly, while respecting clear decision boundaries:

• Proactive Owner:
  You chase outstanding items without prompting and never send an email and simply wait.
• Process & Tracker Disciplined:
  Rigorous and detail-focused, you rely on CRMs,…