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Property Management Administrator Apprentice HML Group

We have an exciting new opportunity available in our Aldershot office. Working within a team of professionals, the successful candidate will be given full guidance and instructions in property related administration. This is an excellent first step for a career into the property management industry, with plenty of opportunities to develop!

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Closing date: 30 Nov 2022

Apprenticeship summary

  • Annual wage


  • Working week

    Monday to Friday, 9am to 5.30pm

    Total hours per week: 37.5

  • Expected duration

    18 Months

  • Possible start date

    01 Dec 2022

  • Date posted

    26 Sep 2022

  • Apprenticeship level

    Level 3 (A level)

  • Reference number


  • Positions

    1 available

What will the apprentice be doing?

To work as part of a team supporting a Portfolio Manager and Estate Manager dealing with:

  • Demands.
  • Letters and reports.
  • Year-end accounts issues and control.
  • Ensure data is up-to-date.
  • Ensure mail is dealt with (paper & electronic).
  • Ensure telephones are answered and clear messages are taken.
  • Ensure (where possible) that all enquiries are dealt with in a timely manner.
  • Assist with administrative tasks to ensure a high-level delivery of service.
  • Help the management team hit the income and performance targets.
  • Report on the managers activities and income.
  • Support your team with all aspects of the provided service.
  • To control and report all income generation from all managers within your team.
  • Prepare and submit weekly/monthly and annual reports detailing managers and teams performance.
  • To be aware of all managers daily tasks/whereabouts and when absent for more than one day ensure emails and mail is read and appropriate action is taken with them.
  • Respond to correspondence/emails including those from Directors, lessees and tenants - as requested by the Estate Manager. Where the Estate Manager is absent and unsure what action should be taken respond advising that the matter will receive attention upon the Estate Manager's return.
  • Contact contractors to ascertain whether they are able to carry out works and issue work order forms from PMS - checking with Directors in the first instance if authorisation is required.
  • Monitor contractors performance.
  • Follow through and complete jobs, updating database.
  • Issue keys to contractors and monitor safe return - recording this information in the key book.
  • Ensure that key cabinets are kept secure and closed at the end of each day.
  • Ensure that inspections of estates are regularly undertaken and any points raised are actioned.
  • Arrange meetings and inspections for the Estate Managers.
  • Issue Draft Minutes to Directors.
    Action Minutes.
  • Update the Approved Contractors List liaising with our Major Works Department and giving feedback of their efforts.
  • Ensure that all necessary contracts and annual inspections are in place.
  • On managers instructions - forward copies of Inspection Reports to Directors and to action salient points.
  • Advise all tenants of impending works, etc.
    On managers instructions - write to tenants/letting agents in relation to any matters which may contravene the terms of the lease, i.e. noise/nuisance, satellite dishes, untaxed vehicles, pets, etc.
  • On managers instructions - ensure that insurance claims are affected as soon as possible and in the case of major insurance claims to liaise with Loss Adjusters and obtain quotes for remedial works and to effect and oversee any emergency repairs.
  • On managers instructions - ensure that all contracts and schedule of works for all estates are entered on the computerised system and updated.
  • On managers instructions - contact DVLA regarding abandoned cars following procedures.
  • Respond to pre-contract leasehold enquiries as necessary and as instructed by Property Managers.
  • Obtain information as required from Land Registry.
  • Maintain clear and up to date records of additional fee income as required.


  • Answer telephone calls and take the appropriate action.
  • Check, code and input invoices.
  • Assisting with works orders.
  • Produce weekly/monthly/annually reports.
  • General filing.
  • Processing paperwork on OnBase ( when installed ) and tag as appropriate.
  • Any other duties as directed.

What training will the apprentice take and what qualification will the apprentice get at the end?

The candidate will receive mentoring and training support to achieve the following;

A Level 3 Property Management apprentice qualification consisting of:

Formative assessment- A portfolio of evidence developed through a formative assessment process

Completion of agreed qualification/assessment of knowledge, skills and behaviours.

Completion of Level 2 English and Maths Functional Skills.

End Point Assessment (EPA) is through a work based project and a panel interview.

This role is almost entirely office based, with some digital seminars and meetings on a regular basis with your assigned lecturer. You will not need to attend a college. 

What is the expected career progression after this apprenticeship?

We are always looking for individuals that we can develop within our Property Management functions. Those that show the right working ethos and aptitude for Property have the opportunity to develop and transition into a variety of roles.

Requirements and prospects

Desired skills and personal qualities

Communication skills, IT skills, Attention to detail, Organisation skills, Problem solving skills, Administrative skills, Logical, Team working, Initiative


GCSE or equivalent English and Maths (Grade 4 / C or above) Desired

Things to consider

Enhanced Holiday (25 days + 8 Days BH). ½ Day Extra Holiday on your Birthday. AE Pension. Free eye tests & contribution to glasses. Annual professional membership sponsorship. Employee Assistance Programme. Perks and Discounts. Long Service Awards. Every employee gets access to our online training platform. This is where we host our standard induction programmes and compliance-based training. Also used for soft skill development and MS office training. We have set development programmes for those that progress through management with us and also, we sponsor industry relevant qualifications. We also run many soft skills training courses to support staff and their development.

About the employer

We are a leading property management company with over 50 years’ experience, and are committed to ensuring your home is handled with care and respect. With a varied portfolio of developments conveniently around the UK, you are never far away from a local property manager. Our business is based on integrity, professionalism and honesty, which we extend to every single one of our customers when managing their property. More than anything, we are real people managing real properties; so no matter how big or small your property is – we always endeavour to manage it with a personal touch. We provide outstanding customer service but don’t just take our word for it. See what our clients have to say and view our testimonials Integrity and professionalism Honest, open and transparent. Reliable, committed and dependable Tailored, local, personal – with 19 different office locations throughout the UK And above all we’re human – we’re real people managing real properties Recognised as one of the leading independent property management service providers in the country. We’ve been providing property management services to the residential and commercial sectors for over 50 years and, through specialist divisions, also offering clients related professional services including insurance broking, company secretarial services, building surveying and the employment and management of site staff employment. We understand each property is different and tailor our services to best suit.


HML Group


Interpower House

Windsor Way


GU11 1JG

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Training provider



Dmytrij Lymar

Apprenticeship standard

Housing and property management

Level 3 (A level)

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