Administration Assistant at Stef & Philips

The Role

We’re looking for a highly organised and proactive Sales Admin Assistant to support our Head of Investments and Procurement. This role is key to ensuring the smooth onboarding of new properties and investment opportunities. You’ll be responsible for managing the admin side of the acquisition process — updating spreadsheets and systems, scheduling meetings and calls, tracking progress, and coordinating with internal teams. This is an excellent opportunity for someone who thrives in a fast-paced environment, has great attention to detail, and wants to be part of a growing property and investment team.

Main Duties & Responsibilities

• Provide direct administrative support to the Head of Investments and Procurement.

• Assist in the onboarding process of new properties and investment opportunities.

• Maintain and update internal tracking systems, spreadsheets, and CRM platforms with property and investor data.

• Coordinate and schedule meetings, viewings, and investor calls.

• Prepare and circulate meeting agendas, minutes, and follow-up actions.

• Ensure accurate documentation is filed and stored appropriately (contracts, due diligence, compliance paperwork).

• Liaise with internal departments (e.g., legal, compliance, finance) to support onboarding workflows.

• Handle incoming emails and calls related to investment and property acquisition inquiries.

• Produce weekly and monthly reports for internal stakeholders.

• Support general admin duties as needed to ensure smooth operational flow.

Skills & Knowledge

• Strong organisational and time management skills.

• Proficiency in Microsoft Office Suite, particularly Excel and Outlook.

• Comfortable working with spreadsheets, databases, and CRM systems.

• High level of attention to detail and accuracy.

• Clear written and verbal communication skills.

• Ability to manage multiple tasks and deadlines efficiently.

• A proactive and can-do attitude towards problem-solving and supporting the wider team.

• Discretion and confidentiality when handling sensitive information.

Ideal but not Essential

• Previous experience in property, investments, or a sales support environment.

• Familiarity with onboarding processes for residential

• Experience using property or investment-related CRM software (e.g. Salesforce, or similar).

• An understanding of the UK property market and related administrative processes.

• Basic knowledge of compliance and documentation related to property transactions.

Benefits

• 23 days leave, plus bank holidays

• Additional holiday days for long service – up to 28 days

• Celebration of tenure

  • 3 years £500

  • 5 years £1000

  • 10 years £5000

• Private health insurance with Vitality

• Birthday off

• One well-being day off per year

• Maternity/Paternity Pay

• Pension schemes increase – after 2 years.

• £500 referral scheme for staff who refer a new employee, paid upon passing probation.

• Company payday lunch

• Daily Fresh fruit

Diversity & Inclusion 

Stef & Philips is built on acceptance, respect, and inclusion, where everyone feels that they belong and can make a meaningful contribution. We encourage applicants regardless of religion, ethnicity, nationality, disability status, sex, sexual orientation, gender identity, family, or parental status. If you need any assistance or accommodation during the recruitment process, please let us know.

We’d be delighted if you tick off all our boxes, but we also believe it’s just as important we tick all of yours. If you think you have most of what we’re looking for but not everything, go ahead and apply. We’d still love to hear from you!