Real Estate Operations Assistant

Real Estate Operations Assistant

Make an impact on our global real estate operations. You'll play a vital role in our Real Estate team, helping manage our global property portfolio through data management, system administration, and comprehensive support for real estate projects and operations.

Global Real Estate Database Management

• Maintain our Global Real Estate Database (GRED) with accurate, up-to-date information
• Create reports for insurance, sustainability, finance, and development teams
• Set up new location identifiers and decommission expired ones
• Collaborate with HR to resolve headcount discrepancies
• Conduct annual insurance liability reviews for all offices

Lease Documentation & Financial Management

• Upload lease documents to the ProLease system, ensuring Finance meets IFRS requirements
• Manage purchase orders in Oracle and coding in SAP for invoices
• Set up new suppliers and build strong relationships with service providers
• Track project costs against Capital Expenditure budgets

Project Support

• Organize all project documentation from conception to completion
• Update our Real Estate playbook with global standards
• Take minutes at project meetings and prepare reports
• Monitor project expenditure alongside senior team members
• Support project planning with professional services and contractors

Facilities & Systems Administration

• Maintain asset lists for our property portfolio
• Support our FM CAFM system and help colleagues use it effectively
• Extract data to monitor vendor performance metrics
• Manage the "CheckIn" desk booking system
• Process business rate demands and work with external consultants

Team Support

• Help manage team expenses, travel arrangements, and scheduling
• Create professional documents and meeting materials
• Maintain organized digital and physical filing systems

What You'll Bring

• Strong Microsoft Office skills, particularly Excel
• Experience in a busy, fast-paced admin function
• Ability to work independently and solve problems efficiently
• Excellent organizational skills and attention to detail
• Clear communication abilities, both written and verbal
• Experience with database management (preferred)