[Hiring] Property Portfolio Administrator @RecruitMyMom

Role 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.

Qualifications

• 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.
• High IT competency with spreadsheets and CRM platforms.
• Familiarity with Google Workspace tools is a distinct advantage.
• Comfortable picking up new software quickly and naturally curious about using AI tools to streamline admin workflows and drive efficiency.
• Flawless written and spoken English.

Requirements

• 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.

Benefits

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