Careers at Ballymore

Cluster Administrator

  • Estate Management
  • £25,000 - £39,999


  • North West London
  • Full-Time

Job Description

Key Responsibilties


  • Responsible for recording relevant accurate information on the in-house database.
  • Ensure the adequate records are kept of all residents, apartments and registered vehicles. Treat all the information as confidential.
  • Ensure the information provided by the residents is accurately recorded on the database..
  • Be the first point of contact for the on-site Management Team in relation to all telephone enquiries, emails and letters.
  • Where appropriate deal with the correspondence pro-actively and reply on behalf of the Management Team. If necessary pass the query to the relevant department or function, following up to ensure the query is dealt with in a timely manner.
  • Design letter templates and forms for the team to use (in liaison with the Portfolio Manager) to ensure consistency when responding to enquiries/problems etc
  • General administrational duties such as maintaining efficient electronic and paper filing systems, diary management, invoicing, drafting minutes & typing agendas, stock control and ordering stationery, post (incoming/outgoing), photocopying, and any other ad-hoc admin tasks.
  • Assist the General Manager (GM) with key auditing and maintenance of the electronic key control process.

Health and Safety

  • Understand and adhere to the estates Emergency Action Plan in the event of an emergency situation.
  • Report and record any accidents in the accident book.

Customer Relations

  • Support the Management Team with building and maintaining good relationships with other on-site Management Teams, Ballymore Sales & Marketing, Completions and
  • Construction departments as well as the Owners, Tenants, Managing Agents and

Estate Agents.

  • Assist the GM with complaints and any subsequent action in the timely manner and keep the

General Manager (GM), informed of the progress.

  • Assist with concierge cover and post room duties as and when required.
  • When necessary send out any circular letters to residents on behalf of the Estates Management Team.
  • Assist the Duty Manager with the design of the resident’s newsletter and website.


  • Assist the GM with the management of the petty cash system by keeping accurate records and ensuring any money is locked in a safe on site.
  • Raise purchase orders, code orders and enter delivery note information obtaining the necessary approval from the GM. Ensure the correct process is adhered to at all times.

Maintenance and Contractors

  • Be aware of any maintenance, cleaning, security, health & safety or leisure issues and immediately inform the General Manager.

Personal Information