Office Administrator / Property Operations Coordinator
About 5 Star Real Estate
5 Star Real Estate is a growing property management, lettings, sales and valuation company operating across Galway and Dublin.
We manage a substantial portfolio of residential and commercial properties and are seeking a highly organised, dependable and proactive person to join our Galway office.
About the Role
This is a varied office and property operations role involving administration, property management, maintenance coordination, client communication, viewings and inspections.
The successful candidate will work closely with our Managing Director, administration team, property agents, bookkeeper and maintenance personnel.
This is not simply a reception or data-entry position. We are looking for someone who takes ownership of tasks, follows matters through to completion and can confidently deal with property owners, tenants, prospective tenants, contractors and other professionals.
A major part of the role will be ensuring that outstanding matters are followed up, recorded and completed without requiring constant supervision.
Key Responsibilities
The role will include:
- Coordinating day-to-day residential and commercial property management matters.
- Responding to enquiries from landlords, tenants, prospective tenants, purchasers and contractors.
- Monitoring shared email accounts and ensuring enquiries are allocated and answered.
- Logging, prioritising and monitoring maintenance requests.
- Coordinating contractors and maintenance personnel.
- Following up on maintenance works until they are fully completed.
- Arranging access to properties for tenants, landlords and contractors.
- Keeping clients and tenants updated on the progress of ongoing matters.
- Conducting property viewings for residential and commercial properties.
- Carrying out routine property inspections and preparing inspection reports.
- Completing inventories, check-ins, check-outs and property handovers.
- Taking photographs, meter readings and other relevant property information.
- Meeting landlords, tenants, prospective tenants, purchasers and contractors at properties.
- Coordinating appointments, inspections, valuations and viewings.
- Assisting with lettings and sales administration.
- Following up with prospective tenants, purchasers and clients after viewings or enquiries.
- Assisting with the preparation of leases, notices, property files and professional correspondence.
- Following up on outstanding documents, quotations, invoices, approvals and payments.
- Maintaining accurate records of outstanding tasks, deadlines and responsibilities.
- Ensuring actions agreed during meetings, telephone calls and property visits are completed.
- Identifying delays or potential problems and escalating them before they become urgent.
- Supporting the Managing Director by taking ownership of routine operational matters.
- Providing general administrative support to the wider team during busy periods.
Essential Requirements
Applicants must:
- Hold a full driving licence.
- Have access to their own reliable car.
- Be available to travel to properties as part of the role.
- Be comfortable conducting viewings, inspections, inventories and property appointments.
- Be confident meeting clients, landlords, tenants, prospective tenants and contractors.
- Have strong administrative and organisational skills.
- Have excellent written and verbal communication skills.
- Be able to manage several matters at the same time without losing track of details.
- Be capable of working independently without constant supervision.
- Be confident following up with people when agreed work has not been completed.
- Have good computer skills, including Microsoft Office, email and shared digital systems.
- Be professional, dependable and discreet when dealing with confidential information.
Approved business mileage will be reimbursed.
The Ideal Candidate
The ideal candidate will be someone who naturally creates order and takes responsibility.
You should be the type of person who:
- Keeps a clear and accurate task list.
- Follows up without needing to be reminded.
- Does not assume something is completed until it has actually been resolved.
- Notices when a matter has stalled and takes action.
- Can politely but firmly chase contractors, tenants, colleagues and clients.
- Communicates clearly and keeps relevant people updated.
- Remains calm when dealing with urgent or difficult situations.
- Can distinguish between urgent, important and routine matters.
- Is focused and productive within a busy office environment.
- Is willing to assist both inside and outside the office.
- Takes pride in completing work properly.
Relevant Experience
Previous experience in one or more of the following areas would be a strong advantage:
- Property management.
- Estate agency.
- Residential or commercial lettings.
- Facilities management.
- Maintenance coordination.
- Construction or contractor coordination.
- Legal or professional office administration.
- Senior administration or operations coordination.
- Customer service within a property-related business.
Experience in Irish residential or commercial property would be particularly beneficial.
Bookkeeping or accounts experience would be helpful but is not essential, as the company has a dedicated bookkeeper.
Hours
The position may be offered on a full-time or substantial part-time basis, depending on the experience and availability of the successful candidate.
The successful candidate must have reasonable flexibility to attend property appointments, viewings and inspections when required.
Occasional appointments may take place outside standard office hours, with reasonable notice.
Salary
€14.50–€19.00 per hour, depending on experience, capability and the level of responsibility the successful candidate can assume.
Career Development
There is genuine potential for progression for a capable person who demonstrates:
- Strong judgement.
- Reliability.
- Initiative.
- Excellent follow-through.
- The ability to take responsibility for property and operational matters.
Over time, the successful candidate may assume greater responsibility for property operations, client coordination and the management of ongoing work.
Application
Please submit your CV together with a brief cover note answering the following questions:
- How do you personally keep track of multiple tasks, appointments and deadlines?
- Give an example of a situation where you had to follow up repeatedly to ensure something was completed.
- What would you do if a contractor or colleague had not completed something they agreed to do?
- Are you comfortable conducting property viewings and inspections independently?
- Do you hold a full driving licence and have access to your own car?
- What interests you about working in property operations and administration?
Applications that do not include a response to these questions may not be considered.
Pay: €28,300.00-€42,000.00 per year
Benefits:
Work Location: In person
