Estate Coordinator

Estate Coordinator - Permanent, Canary Wharf (E14)

Hours: 40 per week, 08:30 - 17:30 Monday to Friday

Salary: £34,000 to £37,000 per annum dependant on skills & experience 

Ballymore is an independently owned property developer with a reputation for delivering some of the UK's most distinctive residential and mixed-use developments. Our communities are carefully designed to create exceptional places to live, work and thrive. Wardian is one of London's most iconic residential developments, known for its luxury living experience, stunning architecture, and world-class resident services.

We are seeking a highly organised and proactive Estate Coordinator to join our team at Wardian. This is an excellent opportunity for an administrative professional with strong organisational skills and a passion for delivering exceptional customer service within a residential property management environment.

The Role

As Estate Coordinator, you will play a key role in supporting the Estate Management team and ensuring the smooth delivery of property management services across the development. You will act as a central point of coordination, overseeing administrative processes, supporting compliance activities, assisting with resident communications, and helping drive operational excellence across the estate.

The successful candidate will be highly organised, detail-oriented, able to manage multiple priorities, and committed to delivering a first-class service to residents, leaseholders, clients, and internal stakeholders.

Key Responsibilties 

Administration & Coordination

• Manage written correspondence, emails, and documentation relating to property management activities.
• Coordinate diaries, schedule meetings, and organise appointments as required.
• Attend meetings and accurately record minutes when required.
• Maintain effective electronic and paper filing systems, ensuring the Estate Office runs efficiently at all times.

Property Management Support

• Assist with property management reporting and administrative activities, including:
  • Lease summaries
  • Management framework agreements
  • Infringement tracking
  • Service charge administration
• Support the Estate Manager with ad hoc projects and operational tasks.
• Participate in regular site inspections and provide accurate reports and observations.
• Assist in producing reports and tracking documents relating to service charge budgets and expenditure.
• Assist in compiling quarterly client reporting packs and management reports. Prepare management packs and supporting documentation.

Resident & Stakeholder Engagement

• Quality check communications before they are issued to residents and leaseholders.
• Communicate professionally with residents, leaseholders, contractors, and stakeholders both verbally and in writing.
• Assist with Section 20 consultation preparation and administration.

Performance & Compliance

• Maintain and update team trackers, KPI reports, and performance data.
• Monitor and coordinate key property management activities, including:
  • Lease statuses
  • Service charge budgeting and demands
  • Service charge credit control
  • Landlord liability registers
• Coordinate and monitor on-site projects, ensuring deadlines are followed and progress updates are obtained and communicated appropriately.

About you: 

We are looking for someone who has:

• Previous experience in an administrative, coordinator, property management, customer service, or operations support role.
• Excellent organisational and time management skills.
• Exceptional attention to detail and accuracy.
• Strong written and verbal communication skills.
• Excellent Microsoft Office skills, particularly Word, Excel, Outlook, and Teams.
• A professional and resident-focused approach.
• Experience within residential property management, facilities management, or real estate would be advantageous but is not essential.

We operate as an equal opportunities employer.