Compliance & Legal Administration Officer

Job Title:  Compliance & Legal Administration Officer

Location: Norwich based head office, with the option for hybrid working after a thorough induction period.

Rewards & Benefits: £27,000 - £30,000 per annum, dependent upon skills, knowledge and experience. Benefits include 5 weeks' annual leave, plus a day off for your birthday and 4 wellbeing days each year, access to the Employment Hero reward platform, hybrid working arrangements, free on-site parking, an inclusive and supportive working environment, employer and employee pension contributions, professional membership and subscription fees, ongoing training and professional development opportunities, industry-leading technology, and the opportunity to work alongside an experienced Senior Property & Compliance Manager within a growing and award-winning Property Management team.

About Us:

At Watsons Property Group Ltd, we are a leading Chartered Surveying & Property Management firm working across the UK property market. Established since 1890, we continue to develop and grow our current geographical base and client portfolio.

We are seeking a Compliance & Legal Administration Officer to provide organised and accurate administrative support across the Property Management Division, with particular focus on compliance records, legal pack preparation and document control. Working under the direction of the Senior Compliance & Legal Officer, the postholder will help coordinate information, maintain trackers, prepare supporting documentation and ensure key records are kept up to date and easy to access.

Responsibilities:

• Provide administrative support for compliance and legal processes across the residential block and estate management portfolio, helping to ensure records, documents and routine actions are managed accurately and on time.
• Maintain compliance registers, legal pack trackers, document logs and shared records, ensuring information is accurate, complete and capable of being audited.
• Support the preparation, collation and checking of legal packs, including gathering key property documents, compliance certificates, management information, accounts information, insurance details, notices and other supporting paperwork as required.
• Co-ordinate Fire Risk Assessments, Health & Safety inspections, Fire Door Inspections and other statutory surveys across the portfolio.
• Monitor and track remedial actions arising from inspections, assessments and audits, following up with the relevant colleagues, contractors or advisors so that agreed actions are progressed within appropriate timescales.
• Assist with maintaining records and supporting documentation connected to property compliance, health and safety requirements, RICS guidance and other relevant regulatory processes, escalating any gaps or concerns to the appropriate manager.
• Maintain accurate records relating to fire alarms, emergency lighting, fire doors, lifts, asbestos, water hygiene, electrical installations and other compliance-related systems, ensuring documents are saved correctly, trackers are updated and missing information is followed up.
• Work closely with Portfolio Property Managers by providing administrative support, maintaining compliance information, highlighting missing documents and escalating routine issues for review.
• Liaise with contractors, consultants and specialist advisors to arrange inspections, request reports, chase outstanding documents and update records so that compliance information remains accurate and available.
• Support the appointment and monitoring of contractors, ensuring insurance documentation, certifications, accreditations and compliance records remain valid and up to date. .

Respond to compliance-related enquiries from leaseholders, residents, freeholders, directors, contractors and colleagues in a professional and timely manner.

• Assist with the communication of building safety, fire safety and compliance matters to residents and other stakeholders.
• Support internal audits, external inspections and regulatory reviews by collating and presenting relevant information and documentation.
• Assist Property Managers with compliance aspects of planned maintenance, major works projects and contractor management. Act as an advisory capacity to the Lettings portfolio with the Head of Lettings in aligning professional requirements across all Watsons managed properties.
• Keep abreast of changes in legislation, guidance and industry best practice, sharing knowledge and recommendations with colleagues as appropriate.
• Contribute to the development and continuous improvement of compliance procedures, systems and reporting processes. Promote a positive culture of compliance, safety, accountability and excellent customer service across the Property Management Division.
• Work collaboratively with the Senior Property & Compliance Manager and wider Property Management Division to deliver a consistent, professional and customer-focused service.

Essential Requirements:

• Experience in property administration or another relevant administrative environment. Previous property sector experience would be helpful, but the key requirement is strong administration, accuracy and the ability to manage documents, records and deadlines confidently.
• Strong organisational skills with the ability to manage multiple tasks, prioritise workloads and meet deadlines.
• Excellent communication and relationship-building skills, with the confidence to work with residents, contractors, clients and colleagues.
• A practical and solution-focused approach, with strong attention to detail and accuracy.
• Experience maintaining records, managing documentation and coordinating activities across multiple sites or projects.
• Proficiency in Microsoft Office and confidence using business or property management systems.

Desirable Requirements

• Previous experience within leasehold, block or estate management or property management sectors.
• Knowledge of landlord and tenant legislation, building safety requirements or residential property regulations.
• Experience coordinating inspections, contractor activities or compliance-related actions.
• Familiarity with property management software such as Qube.