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Property Portfolio Administrator

United States Oct 01, 2026
Property-Administrator Portfolio-Administration Real-Estate-Administrator Property-Coordinator Investment-Portfolio-Coordinator Property-Portfolio-Management Portfolio-Administration-Specialist Property-Management-Administrator Property-Administration Portfolio-Operations-Specialist

Job Description

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.
Responsibilities
Portfolio Management & Compliance Tracking:
  • 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 forward 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, spreadsheets, and live asset trackers—never memory.
  • Commercially Curious & Tenacious: You think like a landlord—checking costs, seeking cost-effective outcomes, and holding letting agents, contractors, and brokers accountable.
  • Channel Confident: You pick up the phone when a quick call will unblock an issue faster than an email, always documenting decisions in writing afterwards.
  • Clear on Boundaries: You drive operational admin relentlessly, but escalate investment, lending, expenditure, and strategy decisions strictly to Directors.

Benefits
  • High-Performing Culture: Join an award-winning, highly supportive business with a warm, family-like team dynamic.
  • 100% Remote Stability: Full-time permanent remote contract running on a clear Monday–Friday UK daytime schedule with a dedicated 1-hour lunch break.
  • Professional Development: Continuous professional learning, financial support for training, and an assigned team buddy for ongoing onboarding support.

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