Overview
Agency Administrator Jobs in Greater London, UK at Mava Real Estate
Location: Greater London
At Mava Real Estate, we have been helping clients to make smart property choices for over 35 years.
With a strong reputation as a leading commercial agency and chartered surveyors since 1987, we have a focus on fostering long-lasting, valuable relationships. We take pride in our success and industry expertise.
Our team is committed to delivering exceptional service to our clients, and we actively support and encourage the professional growth of our employees, helping them reach their full potential across a range of areas.
Job Purpose
To provide professional, efficient, and well-organised administrative support to the Agency department, supporting the acquisition, disposal, and appraisal of property. The role assists senior staff and directors with compliance and business development activity and works collaboratively across departments to ensure consistent and effective marketing exposure.
Key Responsibilities
- Act as front of house, ensuring public areas are presentable and providing a professional welcome to visitors.
- Manage the office key system, monitoring daily sign-out and return of keys and following up where required.
- Ensure accurate property access instructions are recorded and maintained within Agency Pilot.
- Coordinate agents’ diaries, including appointments, inspections, viewings, meetings, and internal team commitments.
- Support the inspection process, including arranging inspections, preparing documentation, maintaining electronic and hard copy records, uploading notes and photographs, and ensuring correct filing in line with agreed procedures.
- Support marketing preparation following receipt of signed Terms and Conditions, working with Lead Agents to prepare property details, brochures, virtual tours, Agency Pilot listings, and online portal uploads.
- Ensure all required compliance documentation is obtained and recorded for new instructions, liaising with clients where information is outstanding.
- Assist surveyors with the preparation of schedules of evidence and data collation.
- Maintain accurate deal history and evidence records within Agency Pilot for internal and external transactions.
- Act as the first point of contact for incoming calls, directing enquiries appropriately, taking accurate messages, and managing sensitive or challenging calls professionally.
- Support directors and senior staff with general business and departmental compliance.
- Assist directors and senior staff in the delivery of strategic short-, medium-, and long-term projects.
- Oversee agency filing systems, including active and archived files, ensuring records are organised and compliant.
- Identify opportunities to improve processes and workflows, working collaboratively to streamline service delivery and reduce inefficiencies.
- Support the Agency Department with business development initiatives and strategy implementation.
- Create and maintain standard templates and documentation.
Qualifications
- Proven experience in an administrative, coordination, or office support role, ideally within property, professional services, or a client-facing environment.
- Strong organisational skills with the ability to manage multiple tasks, priorities, and deadlines.
- High level of attention to detail and accuracy in administrative and data-related tasks.
- Confident communicator, both written and verbal, with the ability to deal professionally with clients, colleagues, and external stakeholders.
- Ability to coordinate diaries, meetings, and workflows efficiently across teams.
- Proficient in Microsoft Office (Word, Excel, Outlook) and able to adapt quickly to new systems.
- Ability to work independently while also contributing effectively as part of a team.
- Professional, approachable, and reliable, with a strong customer-service focus.
- Proactive and solutions-oriented, with the confidence to identify issues and suggest improvements.
- Discreet and trustworthy, with the ability to handle confidential information appropriately.
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Title: Agency Administrator
Company: Mava Real Estate
Location: Greater London, UK
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