Background & Client Overview
Brookfield Properties, a leading global real estate organisation, appointed Maxwell Stephens to recruit an experienced Property Administrator to provide essential support to its Building Management Team.
The position was central to the smooth running of day-to-day property operations, requiring a highly organised professional capable of maintaining accurate systems, coordinating administrative processes and acting as a reliable point of contact for internal teams, contractors and other stakeholders.
Although primarily an administrative role, it demanded a strong understanding of the operational requirements of a professionally managed commercial property environment, including service desk coordination, financial administration, health and safety documentation and contractor liaison.
The Challenge
Brookfield Properties required a Property Administrator who could manage a varied workload while maintaining exceptional attention to detail.
The successful candidate needed to be confident handling complex information, supporting senior members of the Building Management Team and ensuring essential administrative processes were completed accurately and on time.
Key requirements included:
Property & Administrative Support
Maintaining efficient administrative systems and providing day-to-day support to the Building Management Team.
Service Desk Management
Ensuring the Service Desk remained accurate and up to date, supporting the effective coordination of property-related requests and operational activity.
Stakeholder Communication
Acting as a key point of contact for the Management Team and communicating professionally with employees, contractors and external stakeholders.
Financial Administration
Maintaining expenditure spreadsheets, processing invoices and supporting accurate financial record keeping.
Health & Safety Administration
Maintaining the Meridian Health & Safety system and ensuring relevant information and records remained current.
Meeting & Report Support
Taking accurate meeting minutes, preparing documentation and supporting the administration of management reports.
Training Coordination
Organising training course bookings and maintaining appropriate administrative records.
Office Management
Providing broader administrative support to ensure the Building Management function operated efficiently.
Our Recruitment Approach
Maxwell Stephens conducted a targeted search for property and Facilities Management administrators with strong organisational skills and experience working within demanding commercial environments.
Our assessment process focused on candidates who could demonstrate:
- strong administrative and organisational capability
- excellent attention to detail
- confidence managing multiple priorities
- service desk experience
- diary and meeting coordination skills
- financial administration experience
- health and safety record management
- professional stakeholder communication
- a proactive and dependable working style
In addition to technical competence, Brookfield required someone who could integrate effectively with the Building Management Team and become a trusted source of administrative support.
Following a detailed screening and assessment process, Maxwell Stephens successfully placed a highly capable Property Administrator with Brookfield Properties.
Outcome & Impact
The successful candidate strengthened the administrative support provided to the Building Management Team and helped improve the organisation and consistency of several core processes.
Improved Administrative Systems
The Property Administrator maintained internal systems and workflows effectively while helping ensure administrative information remained accurate, accessible and up to date.
Their ability to identify and apply administrative best practice supported a more structured working environment.
Stronger Service Desk Administration
The candidate maintained the Service Desk and helped ensure property-related requests and operational information were recorded and managed efficiently.
Better Financial Administration
Accurate management of expenditure spreadsheets and invoice processing supported stronger financial control and reduced the administrative burden on the wider Building Management Team.
Improved Health & Safety Records
Responsibility for maintaining the Meridian Health & Safety system helped ensure important compliance information and documentation remained current and properly managed.
Effective Contractor & Stakeholder Liaison
Clear and professional communication with contractors and other stakeholders supported smoother coordination of property-management activities.
Stronger Meeting & Reporting Support
Accurate minute-taking, report administration and document management provided the Building Management Team with dependable support for meetings, decisions and follow-up actions.
Efficient Training Coordination
The candidate managed training bookings and associated administration, helping ensure required development activity was properly organised.
Outcome
The successful placement provided Brookfield Properties with a Property Administrator capable of combining strong organisation, attention to detail, financial administration, compliance support and stakeholder communication.
The appointment demonstrates Maxwell Stephens’ ability to recruit not only senior Facilities and Property leaders, but also the highly capable support professionals who are essential to the effective operation of a Building Management function.
Looking for an experienced Property Administrator or Facilities Coordinator to strengthen your building management team? Contact Maxwell Stephens to discuss your recruitment requirements.