Property Management Administrator
T Samuel Lettings
Hirwaun, Aberdare, South Wales
Full-Time | Office Based
Be the person who keeps everything moving.
At T Samuel, we believe exceptional customer service starts behind the scenes.
We're looking for a highly organised, proactive and motivated Property Management Administrator to become the central support for our busy Property Management team. This is an office-based role where no two days are the same. You'll play a vital part in ensuring our landlords, tenants, contractors and colleagues receive the outstanding service we're known for.
Working alongside our Lettings & Maintenance Teams, you'll help coordinate maintenance from the moment an issue is reported through to completion, whilst providing administrative support across the wider lettings team.
If you enjoy organisation, problem solving and working in a fast-paced environment where your work genuinely makes a difference, we'd love to hear from you.
The Role
As our Property Management Administrator, you'll be the organisational backbone of our Property Management department, ensuring our landlords, tenants and contractors receive a first-class service throughout every stage of the tenancy.
Working closely with our Maintenance and Property Management teams, you'll help oversee the day-to-day administration of our managed portfolio, ensuring maintenance issues are handled efficiently, communication remains proactive and our internal systems are always up to date.
Your responsibilities will include:
- Being the first point of contact for tenants reporting maintenance issues by telephone, email and online portals.
- Accurately logging maintenance reports and gathering all relevant information to enable works to be diagnosed efficiently.
- Liaising with the Maintenance Director to prioritise repairs and allocate work to the most appropriate contractors.
- Monitoring outstanding jobs from initial report through to completion, ensuring repairs progress within agreed timescales.
- Regularly chasing contractors for updates, arranging access where required and ensuring appointments are being met.
- Keeping landlords and tenants updated throughout the repair process, providing clear and timely communication to manage expectations.
- Reviewing completed works, obtaining completion confirmations and ensuring all associated documentation has been received.
- Processing contractor invoices and ensuring costs are correctly recorded before being passed to the accounts department.
- Obtaining quotations for larger maintenance works and assisting with landlord approvals.
- Monitoring compliance deadlines and assisting the team with arranging safety inspections, certificates and statutory maintenance where required.
- Maintaining accurate records within our property management software, ensuring every communication and action is documented.
- Assisting with tenancy administration, including contractor correspondence, maintenance records and general property files.
- Supporting the wider Property Management team with daily operational tasks to ensure an exceptional level of customer service is maintained.
- Producing reports and updates for landlords where required.
- Identifying delays or recurring issues and proactively escalating these to the Maintenance Director to help improve service delivery.
- Working collaboratively with our Lettings, Accounts and Sales teams to ensure information is shared effectively across the business.
- Providing general administrative support to the office, helping colleagues whenever required to ensure the smooth running of the business.
The Ideal Candidate
We are looking for someone who is naturally organised and thrives in a busy environment. You'll enjoy coordinating multiple tasks simultaneously, communicating with a wide range of people and taking ownership of problems until they are resolved.
The ideal candidate will demonstrate:
- Outstanding organisational and time management skills.
- Excellent verbal and written communication.
- A proactive attitude with the confidence to chase outstanding actions.
- Strong problem-solving abilities and attention to detail.
- The ability to remain calm under pressure whilst managing competing priorities.
- A genuine desire to provide exceptional customer service.
- Confidence using IT systems and learning new software quickly.
- Previous administration or customer service experience (property experience is advantageous but not essential).
What You'll Receive
- Full-time, permanent position.
- Supportive and friendly working environment.
- Full training and ongoing development.
- Opportunities to progress as the company continues to grow.
- A varied role where every day is different.
- The chance to be part of one of South Wales' fastest-growing independent estate agencies.
Why T Samuel?
At T Samuel, we're passionate about raising standards within the property industry. Our team is built around professionalism, communication and genuinely caring about our clients. We believe every member of our team plays an important role in delivering exceptional service, and this position is no exception.
If you're looking for a career where your organisation, communication skills and attention to detail will make a real impact every day, we'd love to hear from you.
Apply today by sending your CV and a short covering letter explaining why you'd be a great addition to the T Samuel team.
Pay: £24,784.50 per year
Work Location: In person
