Real Estate Operations Assistant

Company Description

At Informa, no two days and no two people are the same, and you'll find the freedom, opportunity and support of a fantastic community to make a real impact.

We’re an international business that connects specialists with knowledge, helping them to learn more, know more and do more through live and on demand events, digital and data-driven services and academic research.

We are home to over 10,000 colleagues across 30 countries and are a member of the UK’s FTSE 100 group of leading public companies. We’re thrilled to have earned the #3 spot in Glassdoor's Best Places to Work 2025 UK list, a recognition based solely on reviews by those who know us best - our current and previous colleagues.

In Global Support, we provide expert guidance and hands-on support to the Informa Group and Informa’s many business teams. Across tech, finance, legal, corporate development, HR, communications, operations and many other areas, we work collaboratively and flexibly to help our brands serve their customers and help the company succeed.

Job Description

This role is based between our 5 Howick Place and 240 Blackfriars Road offices

Make an impact on our global real estate operations

You'll play a vital role in our Real Estate team, helping manage our global property portfolio through data management, system administration, and comprehensive support for real estate projects and operations.

What you'll do

Global Real Estate Database Management

• Maintain our Global Real Estate Database (GRED) with accurate, up-to-date information
• Create reports for insurance, sustainability, finance, and development teams
• Set up new location identifiers and decommission expired ones
• Collaborate with HR to resolve headcount discrepancies
• Conduct annual insurance liability reviews for all offices

Lease Documentation & Financial Management

• Upload lease documents to the ProLease system, ensuring Finance meets IFRS requirements
• Manage purchase orders in Oracle and coding in SAP for invoices
• Set up new suppliers and build strong relationships with service providers
• Track project costs against Capital Expenditure budgets

Project Support

• Organize all project documentation from conception to completion
• Update our Real Estate playbook with global standards
• Take minutes at project meetings and prepare reports
• Monitor project expenditure alongside senior team members
• Support project planning with professional services and contractors

Facilities & Systems Administration

• Maintain asset lists for our property portfolio
• Support our FM CAFM system and help colleagues use it effectively
• Extract data to monitor vendor performance metrics
• Manage the "CheckIn" desk booking system
• Process business rate demands and work with external consultants

Team Support

• Help manage team expenses, travel arrangements, and scheduling
• Create professional documents and meeting materials
• Maintain organized digital and physical filing systems

Qualifications

What you'll bring

• Strong Microsoft Office skills, particularly Excel
• Experience in a busy, fast-paced admin function
• Ability to work independently and solve problems efficiently
• Excellent organisational skills and attention to detail
• Clear communication abilities, both written and verbal
• Experience with database management (preferred)

Additional Information

We work hard to make sure Life at Informa is rewarding, supportive and enjoyable for everyone. Here’s some of what you can expect when you join us.

Our benefits include:

• Freedom & flexibility: colleagues rate us highly for the flexibility and trust they receive and most of us balance time in the office with time working remotely
• Great community: a welcoming culture with in-person and online social events, our fantastic Walk the World charity day and active diversity and inclusion networks
• Broader impact: take up to four days per year to volunteer, with charity match funding available too
• Career opportunity: the opportunity to develop your career with bespoke training and learning, mentoring platforms and on-demand access to thousands of courses on LinkedIn Learning. When it’s time for the next step, we encourage and support internal job moves
• Time out: 25 days annual leave, rising to 27 days after two years, plus a birthday leave day and the chance to work from (almost!) anywhere for up to four weeks a year
• A flexible range of personal benefits to choose from, plus company funded private medical cover
• A ShareMatch scheme that allows you to become an Informa shareholder with free matching shares
• Strong wellbeing support through EAP assistance, mental health first aiders, a healthy living subsidy, access to health apps and more
• Recognition for great work, with global awards and kudos programmes
• As an international company, the chance to collaborate with teams around the world

We’re not solely focused on a checklist of skills. We champion energy and ambition and look for colleagues who will roll their sleeves up, join in and help make things happen. If it sounds like a match and you have most – although not all – of the skills and experience listed, we welcome your application.

At Informa, you'll find inclusive experiences and environments where all perspectives and backgrounds are welcomed. As part of this approach and our diversity and inclusion commitments, we are also formally an Equal Opportunities Employer. This means we base decisions on relevant qualifications and merit and do not discriminate on the basis of key characteristics and statuses, including all of those protected by law. Ask us or see our website for full information.