Property Systems Co-Ordinator

Join the Scoffs Group UK Support Centre Team - Permanent – Southampton or Alton office based 2-3 days per week

Where passion meets opportunity — Be part of something exceptional

As one of the UK’s leading franchise operators, Scoffs Group UK proudly represents iconic brands like Costa Coffee and itsu
, delivering exceptional customer experiences across hundreds of locations. Behind every great store is a dynamic Support Centre team driving growth, innovation, and support — and that’s where you come in.

We are looking for a highly organised Property Systems Co-Ordinator to support the day-to-day administration of maintenance activities across a portfolio of over 100 sites.

This role is responsible for managing the Property team’s shared inbox, processing maintenance requests, maintaining accurate records and ensuring information is correctly managed across multiple systems.

Your responsibilities will vary depending on the role, but may include:

• Manage the Property team’s shared inbox, ensuring all emails are reviewed, categorised and actioned appropriately.
• Process a high volume of maintenance-related enquires from sites
• Monitor incoming requests and ensure that they are progressed through the correct workflow
• Respond to routine enquires and provide updates using information available within internal systems
• Ensure urgent requests are identified and escalated where appropriate
• Maintain clear and accurate records of correspondence and actions taken

• Review maintenance request submitted by sites and ensure sufficient information has been provided
• Release maintenance jobs through the Property Management system
• Monitor open work orders and ensure records remain up to date
• Update maintenance systems with relevant information and documentation
• Support the efficient administration of reactive maintenance activities
• Ensure requests are processed in line with departmental procedures

• Maintain accurate records across multiple property and maintenance systems
• Check information for accuracy, completeness and consistency
• Identify missing information and resolve data discrepancies where appropriate
• Support the ongoing administration and upkeep of property management platforms
• Assist with maintaining accurate property and maintenance records

• Provide general administrative support to the wider Property team
• Support the preparation of reports and management information when requested
• Contribute to continuous improvements in processes and system administration

• Previous experience in an administrative, co-ordinator or support role
• Strong organisational and time management skills
• Excellent attention to detail
• Experience managing shared inboxes or high volumes of correspondence
• Good working knowledge of Microsoft Office, particularly Outlook and Excel
• Strong written and verbal communication skills
• Ability to manage multiple priorities while maintaining accuracy

• Experience with in Property, facilities management, maintenance or operational support environments
• Experience using helpdesk, ticketing or workflow management systems
• Experience maintaining large volumes of records or data
• Interest in reporting, business systems or data analysis

• You are organised, methodical and naturally detail-oriented
• You enjoy working with systems, managing information and ensuring tasks are completed accurately
• You are comfortable handling a high volume of work, prioritising completing demands and following established processes
• You have a strong sense of ownership over your work, take pride in maintaining accurate records and…