Brookfield Properties Property Administrator Recruitment

Background

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. It needed 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 sound understanding of how a professionally managed commercial property operates, including service desk coordination, financial administration, health and safety documentation and contractor liaison.

The Challenge

Brookfield Properties needed a Property Administrator who could manage a varied workload while maintaining a high level of attention to detail. The successful candidate had to be confident handling complex information, supporting senior members of the Building Management Team and making sure essential administrative processes were completed accurately and on time. The brief covered a wide spread of duties:

• Property and administrative support. Maintaining efficient administrative systems and providing day-to-day support to the Building Management Team.
• Service desk management. Keeping the Service Desk accurate and up to date, supporting the 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 and safety administration. Maintaining the Meridian Health & Safety system and ensuring relevant information and records remained current.
• Meeting and 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 so that the Building Management function operated efficiently.

Administrative roles inside a building management team are frequently under-specified. A generalist administrator can look like a fit on paper, but without exposure to service desk systems, contractor documentation and health and safety records, they spend their first months learning the property environment rather than supporting it. The search had to find someone who already understood that context.

Our Approach

Maxwell Stephens ran a targeted search for property and facilities management administrators with strong organisational skills and experience of working within demanding commercial environments. Our assessment 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

Beyond technical competence, Brookfield needed someone who would integrate well with the Building Management Team and become a trusted source of administrative support, so working style and communication were assessed alongside skills.

Following a detailed screening and assessment process, Maxwell Stephens placed a highly capable Property Administrator with Brookfield Properties.

The Outcome

The successful candidate strengthened the administrative support provided to the Building Management Team and helped improve the organisation and consistency of several core processes.

• Administrative systems. The Property Administrator maintained internal systems and workflows effectively, keeping administrative information accurate, accessible and up to date. Their ability to identify and apply administrative best practice supported a more structured working environment.
• Service desk administration. The candidate maintained the Service Desk and helped ensure property-related requests and operational information were recorded and managed efficiently.
• 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.
• Health and safety records. Responsibility for maintaining the Meridian Health & Safety system helped keep compliance information and documentation current and properly managed.
• Contractor and stakeholder liaison. Clear and professional communication with contractors and other stakeholders supported smoother coordination of property-management activity.
• Meeting and reporting support. Accurate minute-taking, report administration and document management gave the Building Management Team dependable support for meetings, decisions and follow-up actions.
• Training coordination. The candidate managed training bookings and associated administration, helping ensure required development activity was properly organised.

Why This Placement Worked

The placement gave Brookfield Properties a Property Administrator who combined strong organisation, attention to detail, financial administration, compliance support and stakeholder communication. It was assessed as a property role with administrative duties, not the other way round, and that is why the candidate was able to contribute from the start.

The appointment also shows that Maxwell Stephens recruits not only senior facilities and property leaders, but the capable support professionals who are essential to the effective operation of a Building Management function.

If you are looking for an experienced Property Administrator or Facilities Coordinator to strengthen your building management team, Maxwell Stephens can help you find someone who already understands the environment. Get in touch with our team.