The Role
The Team Administrator plays a key role in supporting the day-to-day operations of a busy real estate office. This position involves overseeing administrative processes, supporting the team and management, and ensuring compliance with regulatory requirements, including KYC and anti-money laundering (AML) procedures.
Responsibilities
- Initiate and progress the onboarding process for all new clients, including setting up jobs in Dynamics and liaising with the Central Client Onboarding Team (CCOT)
- Conduct Know Your Customer (KYC) checks for buyers, sellers, landlords and tenants
- Verify client identity and proof of address in line with regulatory standards
- Perform Anti-Money Laundering (AML) checks and risk assessments
- Ensure all compliance documentation is accurately recorded and securely stored
- Liaise with compliance officers and external bodies where required
- Monitor and update procedures in line with evolving regulations
- Report suspicious activity in accordance with company policy
- Attend weekly team meetings and maintain and update the Work in Progress (WIP) in Dynamics
- Manage contact information and mailing lists in Dynamics, and maintain accurate team files and job records
- Provide diary management and arrange internal and external meetings
- Book trains, flights and hotel accommodation through CWT
- Coordinate client and team events, including organising catering and booking meeting rooms for quarterly client breakfasts
- Download Land Registry information and generate maps using Edozo
- Manage third-party document sharing through Lockself
- Raise invoices and maintain accurate invoice records
- Prepare and submit expense claims through Concur
- Prepare, format, edit and stitch valuation reports, pitch documents and general correspondence, including ring binding reports where required
- Prepare HTML email campaigns and support the maintenance of contact mailing activity
- Maintain filing systems and undertake photocopying, scanning and other general administrative tasks
Person specification
Qualifications and Experience
- Educated to GCSE level or equivalent as a minimum
- Proven experience in a senior administrative role, ideally within real estate or property
- Strong understanding of KYC, AML, and compliance requirements
- Excellent organisational and multitasking abilities
- High attention to detail and accuracy
- Strong communication and interpersonal skills
- Proficiency in Microsoft Office and CRM/property management systems
Ability to work under pressure in a fast-paced environment
