Property Operations Coordinator

2 weeks ago

Tallinn, Harjumaa, Estonia Yolo Group Full time €30,000 - €60,000 per year

As a Property Operations Coordinator, you'll support our Property department by working together with Workplace departments outside Estonia regarding office-related requirements. Also, by managing key operational tasks such as budget tracking, owning and maintaining accurate property data, coordinating maintenance schedules, and assisting with space planning to ensure the efficient management of our real estate portfolio.

Your day-to-day

  • Support the organization and upkeep of the maintenance scheduling calendar for each premises, ensuring maintenance and repairs are carried out on time and properly recorded;
  • Own and maintain the Group's property register, ensuring all information is accurate, up to date, and can be considered as a trusted source of truth by major stakeholders and the Yolo Group;
  • Manage procurement processes including placing orders, requesting quotations, and liaising with vendors in the offices located outside Estonia. Making sure the offices are insured and handle insurance cases;
  • Willing and prepared to travel internationally as needed to support business objectives abroad;
  • Assist in the compilation of property-related budgets and monitor actual expenditure against forecasted figures, providing regular updates to the team;
  • Ensure all location drawings, floor plans, and property data sheets are up to date, and assist in expanding and improving the Group's property data sheet;
  • Assisting in team quarterly planning exercises;
  • Holding regular meetings with workplace coordinators and stakeholders to ensure that upgrades and changes are managed and processed in regular time frames;
  • Being point of contact for the landlord for the properties responsible;
  • Help in the planning, coordination, and implementation of office moves and space alterations, ensuring minimal disruption to operations;
  • Assisting in the preparation of property annual budgets for approval;
  • Assist the Head of Property in coordinating with other key functions around the business including physical security and workplace teams;
  • Assist the Property department with day-to-day operational tasks, ensuring seamless coordination between different property management activities.

Your background and mindset

  • Previous experience in a property, real estate, or facilities management environment is preferred;
  • Strong organizational skills with the ability to manage multiple tasks and priorities;
  • Excellent attention to detail and problem-solving skills;
  • Proficiency in Microsoft Office Suite, particularly Excel and Word;
  • Good communication skills, both written and verbal, with the ability to work collaboratively across teams;
  • Knowledge of health and safety regulations and documentation management is an advantage;
  • Ability to work and manage the projects independently.

The role is a cover for maternity leave.

Please note, we don't offer a relocation support for this position

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