PMO

Programme Coordinator, Ground Rent Fund

Team: Real Estate Long Income, GRF Remediation Programme

Reports to: Grant Hunt, Finance and Operations Lead

Duration: Temp to Perm (6months minimum)

Location: Aviva Investors, 80 Fenchurch Street, London. Hybrid working available.

Start: As soon as possible

Role in One Sentence

A highly organised, proactive coordinator who keeps a busy and complex programme running smoothly, planning and managing meetings, producing sharp minutes and action plans, holding the team to account on deadlines, and providing reliable numerical, administrative, and Excel support.

Role Purpose

The GRF Remediation Programme covers a large number of buildings across residential and commercial portfolios requiring fire and building safety remediation under the Building Safety Act 2022. The team is small, the workload is high, and the programme runs across multiple workstreams, suppliers, legal advisers, and governance forums simultaneously.

This role is the operational backbone of the team, ensuring meetings happen on time and with the right people in the room, that decisions and actions are captured accurately, that nothing falls through the cracks, and that the programme has timely, accurate support across cost tracking, financial processing, documentation, and external advisor coordination.

What You Will Do

Meeting planning and governance

• Own the diary for all key programme forums, scheduling, sending invites, circulating agendas in advance, and ensuring the right attendees are in the room.

• Prepare concise, structured meeting minutes for each forum, capturing decisions, actions, owners, and deadlines clearly.

• Distribute minutes promptly after each meeting and follow up with action owners to confirm progress.

• Hold meetings to time.

Action tracking and accountability

• Maintain a live master action tracker covering all workstreams. Update it after every meeting.

• Chase action owners proactively, before deadlines, not after. Escalate to the team where items are at risk of slipping.

• Run a start of week and end of week check in rhythm with the team to maintain pace and momentum.

• Hold people to account firmly but constructively, across internal team members and external suppliers alike.

• Supplier KPI, SLA tracking and oversight.

Basic Excel is a requirement

• Support the Finance and Operations Lead with accurate cost tracking, maintaining spreadsheets that log programme spend by category, supplier, and building.

• Process and track purchase orders and invoices for BSA related activity, coordinating with the Private Markets supplier management team.

• Support the Finance and Operations Lead to categorise costs as recoverable, from developers or government, or non recoverable, maintaining an up to date log against the programme budget.

• Draft fee recommendations and approval papers for portfolio workstreams, based on third party input, and manage submissions through to Fund sign off.

• Coordinate the issuance and monitoring of purchase orders for the legal team, including reviewing invoices, raising change orders and seeking Fund approval.

• Raise purchase orders on remediation projects, track invoices and utilise contingency as required.

Documentation and SharePoint

• Own the GRF SharePoint, folder structure, access permissions, version control, and filing discipline.

• Ensure documents are filed promptly and consistently. Drive the team to use SharePoint as the single source of truth.

• Maintain the programme risk and issues log, updating entries and flagging items for review at the biweekly risk meeting.

Support to external building surveyor team

• Attend weekly meetings to discuss progress, blockers, and wider issues or workstreams with the external team and programme lead.

• Manage the sharing of information and document storage between both parties.

Administrative and advisor coordination

• Coordinate workstreams including investigation reviews and related regulatory activity.

• Monitor the performance of third party consultants and escalate issues where necessary.

• Prepare and record minutes for developer claims calls, fire engineer meetings, and ad hoc third party meetings, including legal.

• Support compliance activity by coordinating responses to regulator requests, including managing input from fire engineers, structural engineers, building surveyors, developers, and managing agents through to formal submission.

• Manage all administrative processes, including consultant and contractor appointments, onboarding, purchase orders, invoicing, and approvals.

• Manage information gathering, record keeping, meeting preparation, and action tracking in support of the wider team.

What We Are Looking For

Think EA or highly capable office manager who has worked in a professional services or financial services environment, someone who has run the diary and kept a senior team organised, but who is also comfortable with numbers and Excel. Not a project manager with a methodology. Not a pure administrator. Someone with the confidence to chase a director for an overdue action and the common sense to know when to escalate. Strong attention to detail. Proactive. ENERGY!

Essential

• Exceptional organisation and attention to detail. Strong meeting management, planning, minuting, follow-through.

• Confident chasing and holding people to account at all levels.

• Good Excel skills.

• Strong PowerPoint

• Clear written communication. Comfortable working independently with minimal direction.

• Proactive, not reactive. Comfortable with ambiguity and constant change. Resilient under pressure.

Desirable

• Experience in financial services, or a regulated professional environment.

• Experience maintaining risk logs or programme trackers. Exposure to SharePoint administration.

Not required

• Fire safety or building safety technical expertise. Project management qualifications. Deep financial modelling skills. The Finance and Operations Lead handles the complex analysis, this role supports and organises.

Working Context

Small core team: Grant Hunt (Finance and Operations Lead), Carl Williams (Portfolio Manager), supported by the wider GRF Remediation Programme team.

Pace is high with statutory deadlines. The team is stretched. This role needs to reduce friction, not add it.

Day to day working relationship with the full GRF team.