Property Services Administrator
| Posting date: | 24 April 2026 |
|---|---|
| Hours: | Full time |
| Closing date: | 24 May 2026 |
| Location: | Derby, Derbyshire |
| Remote working: | On-site only |
| Company: | YMCA Derbyshire |
| Job type: | Permanent |
| Job reference: | N/A |
Summary
We welcome you to YMCA Derbyshire.
Everything we do is underpinned by our commitment to inclusion, opportunity and helping people belong, contribute and flourish within their communities.
Position
Property Services Administrator
Salary: £24,479 PA
Hours: 35 hours per week
Based: Derby, London Road Campus with travel to other YMCAD facilities
For an informal chat please contact: Meryl Smedley 01332 579550
The Role In A Nutshell
You will play a key role in assisting in ensuring Property Services runs smoothly behind the scenes. In this administrative role, you’ll support the day-to-day functions that ensure repairs and maintenance, health and safety compliance, financial processing, and facilities tasks are handled efficiently and accurately. Your attention to detail and organisational skills will help maintain safe, compliant, and well-managed environments for everyone who uses our services.
This is an ideal opportunity for someone who enjoys structured work, clear processes, and being a dependable support within a busy team. You’ll provide essential administrative assistance, maintain accurate records, and help ensure important tasks are completed on time. If you take pride in being organised, reliable, and making a steady impact through great admin support, this role could be the perfect fit.
What You’ll Be Doing
To provide coordination of administrative and compliance tasks to the Property Services Team. Including:
• Repairs requests – planned, reactive and emergency and allocation of tasks to operatives.
• Monitor job progress ensuring outstanding tasks are followed up.
• Co-ordinate purchase orders and invoicing in liaison with the Finance Team
• Assist in the co-ordination contractors and access, including permits, compliance and preferred status.
• Provide administrative support for the management of fleet vehicles.
• Support departmental managers to ensure key data is recorded.
• Ensure appropriate and accurate records are maintained for compliance with Health and Safety requirements across the organisation.
• Update the property management system and maintain electronic/manual filing systems.
• Provide monthly data to the management team to enable performance analysis.
• Provide administrative support and coordination of contractors for all Health and Safety matters.
• Assist in the co-ordination all compliance checks across all sites and follow up to ensure consistency.
• Be the first point of contact for telephone calls and enquiries from external tenants reporting maintenance issue in dispersed properties, ensuring that all requests are recorded on the system, details checked, and allocated to operatives.
• Manage the trade accounts held by YMCAD, allocation of cards and monthly budgets.
• Work with the Head of Service and Departmental Managers to ensure compliance with planning, building and environmental laws and regulations; this will include:
o Fire Risk Assessments: scheduling FRAs for offices at all sites and ensuring contractors are accompanied on visits.
o Fire Risk Assessments: scheduling FRAs for offices at all sites and ensuring contractors are accompanied on visits.
• Reception Cover as required to cover absences
• To respect and uphold the aims, vision and values of the YMCA
What Success Looks Like
• All job requests are processed within 24 hours of receipt
• Residents, contractors and colleagues’ queries are dealt with effectively
• Compliance records are up to date and meet statutory requirements
• Invoices are processed within financial deadlines
Essential
• Knowledge of administrative processes and management information systems.
• Maths and English to level 3.
Desirable
• Administration qualification
• Proactive and self-motivated
• A confident communicator who can engage positively
• Great at building relationships with professionals and colleagues
• Highly organised and comfortable juggling multiple priorities
• Comfortable using digital systems
• Excellent written and verbal communication skills
• High attention to detail and a proactive approach.
• Ability to process and order data, invoices and general information.
• Ability to work independently and as part of a team.
Essential
• General administration duties
• Working as part of a busy department
• Data processing
• Communicating across departments and hierarchies
Everything we do is underpinned by our commitment to inclusion, opportunity and helping people belong, contribute and flourish within their communities.
Position
Property Services Administrator
Salary: £24,479 PA
Hours: 35 hours per week
Based: Derby, London Road Campus with travel to other YMCAD facilities
For an informal chat please contact: Meryl Smedley 01332 579550
The Role In A Nutshell
You will play a key role in assisting in ensuring Property Services runs smoothly behind the scenes. In this administrative role, you’ll support the day-to-day functions that ensure repairs and maintenance, health and safety compliance, financial processing, and facilities tasks are handled efficiently and accurately. Your attention to detail and organisational skills will help maintain safe, compliant, and well-managed environments for everyone who uses our services.
This is an ideal opportunity for someone who enjoys structured work, clear processes, and being a dependable support within a busy team. You’ll provide essential administrative assistance, maintain accurate records, and help ensure important tasks are completed on time. If you take pride in being organised, reliable, and making a steady impact through great admin support, this role could be the perfect fit.
What You’ll Be Doing
To provide coordination of administrative and compliance tasks to the Property Services Team. Including:
• Repairs requests – planned, reactive and emergency and allocation of tasks to operatives.
• Monitor job progress ensuring outstanding tasks are followed up.
• Co-ordinate purchase orders and invoicing in liaison with the Finance Team
• Assist in the co-ordination contractors and access, including permits, compliance and preferred status.
• Provide administrative support for the management of fleet vehicles.
• Support departmental managers to ensure key data is recorded.
• Ensure appropriate and accurate records are maintained for compliance with Health and Safety requirements across the organisation.
• Update the property management system and maintain electronic/manual filing systems.
• Provide monthly data to the management team to enable performance analysis.
• Provide administrative support and coordination of contractors for all Health and Safety matters.
• Assist in the co-ordination all compliance checks across all sites and follow up to ensure consistency.
• Be the first point of contact for telephone calls and enquiries from external tenants reporting maintenance issue in dispersed properties, ensuring that all requests are recorded on the system, details checked, and allocated to operatives.
• Manage the trade accounts held by YMCAD, allocation of cards and monthly budgets.
• Work with the Head of Service and Departmental Managers to ensure compliance with planning, building and environmental laws and regulations; this will include:
o Fire Risk Assessments: scheduling FRAs for offices at all sites and ensuring contractors are accompanied on visits.
o Fire Risk Assessments: scheduling FRAs for offices at all sites and ensuring contractors are accompanied on visits.
• Reception Cover as required to cover absences
• To respect and uphold the aims, vision and values of the YMCA
What Success Looks Like
• All job requests are processed within 24 hours of receipt
• Residents, contractors and colleagues’ queries are dealt with effectively
• Compliance records are up to date and meet statutory requirements
• Invoices are processed within financial deadlines
Essential
• Knowledge of administrative processes and management information systems.
• Maths and English to level 3.
Desirable
• Administration qualification
• Proactive and self-motivated
• A confident communicator who can engage positively
• Great at building relationships with professionals and colleagues
• Highly organised and comfortable juggling multiple priorities
• Comfortable using digital systems
• Excellent written and verbal communication skills
• High attention to detail and a proactive approach.
• Ability to process and order data, invoices and general information.
• Ability to work independently and as part of a team.
Essential
• General administration duties
• Working as part of a busy department
• Data processing
• Communicating across departments and hierarchies