Graduate Property Administrator

Context

Mallards Support Services Ltd (MSS) is a recently formed company at the heart of a group of philanthropically funded sustainability initiatives in the Isle of Man: including a botanical garden and regenerative farming.  Technology entrepreneur Mark Shuttleworth lives on the Island and has been investing in these projects for over a decade.  A significant increase in our activity means that the number of people employed in the Isle of Man is growing.  We have a portfolio of properties and land holdings which is also growing steadily.

MSS will provide a range of administrative and support services to all projects on the Island.

This newly created role will report to one of the directors of MSS.  At the time of writing this job description in August 2025, an office for the company in Santon is being fitted out (and see below regarding working pattern).

Experience of property management, while desirable, is not essential.  We are more focused on finding the right person to join our team and will provide comprehensive support in order to ensure that they are successful.

Role Summary

We require an energetic, organised and ambitious graduate to take on the management of our portfolio of properties and be accountable for regular inspections, maintenance, insurance, utilities and ensuring that income is generated from letting wherever possible.  Subject to an assessment of the workload generated by the responsibilities below, the role may be enhanced to include land holdings.

Key Responsibilities

• Maintain comprehensive understanding and database of all properties, to include inventories of contents, fixtures and fittings etc.
• Organise cyclical maintenance programmes.
• Inspect all properties regularly and keep detailed records of their condition and any repair and maintenance issues.
• Receive and act on maintenance requests from tenants.
• Have all maintenance issues addressed promptly to ensure that the condition and value of the properties are not affected negatively and that tenants are not inconvenienced.
• Ensure that all properties are insured appropriately and that valuations underpinning insurances are conducted as necessary.
• Ensure that all utilities accounts are up-to-date and paid, where necessary.
• Manage lettings
• Generate opportunities for lettings within portfolio
• Register potential tenants
• Build and maintain excellent working relationships
• Proactively market available properties
• Conduct viewings as and when required (this can sometimes be outside core hours)
• Source and vet prospective tenants
• Manage reservations and deposits
• Process reference and credit checks
• Negotiate and finalise lettings
• Ensure that all documentation is signed
• Manage entry and exit processes for tenants
• Check in with new tenants on date of entry
• Effective house key management
• Manage rent accounts
• Process payments for rent and deposits
• Proactive arrears management
• Adhere to all legislation and compliance requirements.
• Provide exceptional service both to external customers and group colleagues.
• Stay informed about market trends and developments in property management.
• Provide monthly reports on property matters to the leadership team.

Skills, Qualifications and Experience

• Bachelor’s degree or higher qualification.
• Excellent communication, presentational and negotiation skills.
• Ability to build rapidly a comprehensive understanding of the property market in the Isle of Man.
• Ability to build and maintain relationships with individuals and businesses.
• Self-motivated, with a track record of meeting and exceeding targets.
• Produce information and reports for review.
• Ability to work independently, apply judgement, maintain performance and remain flexible.
• Experience in property management and letting is desirable but is not essential.

General

This a full-time role with an office base but requires significant time visiting the properties in order to fulfil the responsibilities above.

The successful candidate will need to have a full, clean driving licence as the role involves working at different sites on the Island.

The salary for the role will be competitive and reflect the candidate’s experience.