Property Lease & Portfolio Administrator

Property Lease & Portfolio Administrator Property Lease & Portfolio Administrator Reports to: Finance & Commercial Business Partner Key Stakeholders: Finance team, Tait Systems Finance, Technology & Operations, Field Services, Legal, Landowners and Customers. Description of the role The Property Lease & Portfolio Administrator is responsible for the day-to-day administration and operational management of the Vital and Tait Systems property portfolios. Acting as the primary administrator of the Nomos One Property Management System, this role ensures lease information is accurate, compliant and up to date while supporting financial and lease reporting as well as operational activities across both organisations. The role works closely with Finance, Operations and external stakeholders to maintain positive landlord relationships, coordinate property administration activities and ensure property obligations are met. Key Responsibilities Maintain the Vital and Tait Systems property portfolios within Nomos One, ensuring lease information is complete, accurate and current. Maintain lease documentation, rent reviews, CPI adjustments, market reviews, renewals, expiry dates, rights of renewal, licences and easements. Monitor critical lease dates and proactively coordinate renewals, notices and contract variations with the relevant stakeholders (external & internal). Ensure all property documentation is appropriately filed and readily accessible. Support acquisition and disposal activities by maintaining accurate lease records. Coordinate with the finance team to ensure timely processing of rent payments, service charges, and outgoings. 2. Stakeholder Management Act as the first point of contact for landowners, property managers, customers and internal stakeholders. Respond to inquiries, resolve access disputes, and maintain positive, long-term working relationships. Build and maintain positive relationships with landowners, recognising they are long term partners. Collaborate with NOC/field operations to facilitate site access for maintenance crews and contractors while ensuring compliance with lease obligations. Act as the bridge between internal property teams, ensuring all entities are aligned on reporting standards, lease accounting, and data updates. Conduct regular audits of Nomos One to ensure data accuracy and compliance with internal financial controls. Assist in the preparation of monthly portfolio performance reports, including rent rolls, occupancy tracking, and variance analysis. Support the finance teams in both entities with audit requests and other financial information. Key Requirements Experience: Previous experience in property administration, lease administration, finance administration or a similar role is desirable but not essential. We are looking for someone with a positive attitude, strong attention to detail and a willingness to learn. Technical Skills: High level of proficiency in Microsoft Excel and Microsoft Office. Experience using Nomos One or another Property Management System would be advantageous. Ability to learn new systems quickly. Communication: Exceptional "people skills." You must be comfortable managing difficult conversations with private landowners while maintaining a professional and diplomatic demeanour. Mindset: A process-driven individual who looks for opportunities to automate manual workflows and improve data quality. What does Success Look Like? Develop into a trusted and valued member of the Vital team. Nomos One remains the single source of truth for both Vital and Tait Systems property portfolios. All critical lease dates, rent reviews and renewals are managed proactively with no missed deadlines. Lease information is accurate and supports timely financial reporting. Positive working relationships are maintained with landlords and internal stakeholders. Property administration processes continue to improve through automation and process efficiencies. Identify opportunities to improve property administration processes, automate manual tasks and enhance data quality within Nomos One. Priority Setting: Focuses on what matters most, removes obstacles, and prioritises work to achieve objectives efficiently. Organising: Effectively plans, coordinates resources, and manages multiple tasks to achieve results. Customer Focus: Builds strong customer relationships and delivers solutions that meet internal and external customer needs. Action Oriented: Takes initiative, responds quickly to opportunities, and gets things done with energy and drive. Process Management: Develops efficient processes, improves workflows, and uses resources effectively to deliver results. Informing: Shares clear, timely, and relevant information to support effective decision-making and teamwork. Be careful - Don’t provide your bank or credit card details when applying for jobs. Don't transfer any money or complete suspicious online surveys. If you see something suspicious, report this job ad . #J-18808-Ljbffr