Property Coordinator
ELC Sales & Lettings – Edinburgh
Salary: £25,000–£28,000 per year DOE + Performance-Related Bonus
Job Type: Full-time, Permanent
Location: Edinburgh – Office & Field Based
About ELC Sales & Lettings
ELC Sales & Lettings is an established and growing property business managing over 500 homes across Edinburgh and the Lothians.
We have developed a specialist team structure with dedicated colleagues responsible for maintenance, compliance, accounts, rent collection and arrears, administration and field operations.
We are now looking for an experienced, intelligent and highly organised Property Coordinator to join our team and take responsibility for an allocated portfolio of approximately 200 managed properties.
This is not a traditional Property Manager position.
Rather than expecting one person to manage every aspect of a property themselves, our specialist structure allows the Property Coordinator to concentrate on what really matters: portfolio ownership, excellent communication, customer service, administration, problem-solving and ensuring that things get done.
Previous property experience would be welcomed, but it is not essential.
We are more interested in finding someone who has already developed strong professional skills through several years in the workplace and is now looking for a new challenge.
The Role
You will have day-to-day responsibility for an allocated portfolio of approximately 200 properties and will become a key point of contact for the landlords and tenants within your portfolio.
Having responsibility for the portfolio does not mean personally carrying out every function associated with those properties.
You will be supported by specialist colleagues covering:
· Maintenance and contractor management
· Property compliance
· Accounts
· Rent collection and arrears
· Administration and bookings
· Field operations
· Senior Property Management oversight
Your responsibility is to know what is happening across your portfolio, communicate effectively with clients, coordinate with the appropriate colleagues and ensure outstanding matters are followed through to completion.
Key ResponsibilitiesPortfolio Ownership
· Take day-to-day responsibility for an allocated portfolio of approximately 200 managed properties.
· Develop a good working knowledge of the properties and landlord clients within your portfolio.
· Act as a key point of contact for landlords and tenants.
· Maintain regular, professional and proactive communication with clients.
· Monitor outstanding matters and ensure actions are progressed through to completion.
· Identify potential problems early and take appropriate action before they develop into complaints or larger issues.
· Escalate complex or higher-risk matters appropriately to the Senior Property Manager.
· Take ownership of the overall customer experience within your portfolio.
Customer Service & Communication
Communication is fundamental to this position.
You will be expected to:
· Handle landlord and tenant telephone calls and emails professionally and efficiently.
· Listen carefully, establish the relevant facts and provide clear and accurate responses.
· Communicate confidently with a wide range of people.
· Take ownership of enquiries rather than simply forwarding them elsewhere.
· Keep clients informed when matters require input from another member of the team.
· Manage difficult conversations calmly and professionally.
· Maintain consistently high standards of written communication.
· Build strong relationships with landlords and contribute towards client retention.
· Encourage satisfied landlords and tenants to provide feedback and reviews.
Administration & Organisation
· Maintain accurate and comprehensive property and tenancy records.
· Ensure CRM notes are complete and kept up to date.
· Manage tasks, reminders, deadlines and outstanding actions.
· Ensure relevant documentation is correctly recorded and stored.
· Coordinate tenancy starts, tenancy endings and other tenancy changes.
· Review reports and documentation received from colleagues and field staff.
· Assist with deposit-return administration and ensure appropriate supporting evidence is available.
· Ensure important communications, decisions and actions are properly documented.
· Prioritise competing tasks and ensure important matters are not overlooked.
· Follow through on actions until they are completed.
Working With Our Specialist Teams
A key part of the role is coordinating effectively with colleagues who have responsibility for specialist areas of the business.
These include:
Maintenance – dedicated management of repairs, maintenance and contractors.
Compliance – management of statutory property certification and associated requirements.
Accounts, Rent Collection & Arrears – dedicated financial administration and management of rent and arrears.
Administration & Bookings – administrative support and appointment coordination.
Field Operations – support with inspections, check-ins, check-outs and other property visits.
Senior Property Management – technical guidance, team oversight and escalation of complex property or tenancy matters.
You will not be expected to replace these specialists or become an expert in every area.
Your role is to understand what needs to happen, communicate effectively, coordinate with the right people and make sure matters are followed through properly.
Passing something to another department does not necessarily end your involvement. Where it affects your landlord or tenant, you will be expected to maintain appropriate oversight and communication until the matter is resolved.
Office & Field-Based Role
This is an office and field-based position.
The successful candidate will work as part of our Edinburgh-based team while also being required to attend properties across Edinburgh and the Lothians as business needs require.
Field responsibilities may include:
· Property viewings
· Routine property inspections
· Tenant check-ins
· Tenant check-outs
· Property visits
· Meter readings
· Other reasonable property-related field duties
The balance between office and field responsibilities will vary according to the operational requirements of the business.
A full UK driving licence is essential.
Who We’re Looking For
We are looking beyond qualifications and job titles.
The successful candidate will already have developed strong professional skills through their employment history and be able to demonstrate that they can communicate, organise, analyse information and take responsibility.
You should be:
· An excellent verbal communicator.
· A strong written communicator with excellent spelling, grammar and attention to detail.
· Intelligent and analytical, with the ability to assess information and establish the relevant facts.
· Highly organised and administratively strong.
· Able to manage a substantial workload and competing priorities.
· Able to understand a problem rather than simply process it.
· Confident questioning information constructively when something doesn’t make sense.
· Able to make sensible decisions within your level of responsibility.
· Comfortable recognising when something should be escalated.
· Naturally motivated, proactive and hard-working.
· Someone who takes ownership and follows things through.
· Calm and professional when dealing with difficult situations.
· Confident communicating by telephone, email and face-to-face.
· Comfortable using computer systems and maintaining accurate electronic records.
· Able to work independently when required.
· A strong team player who understands and respects colleagues’ individual areas of responsibility.
· Adaptable and willing to help where the operational needs of the business require it.
Your Previous Experience
Previous experience in property, lettings, estate agency or housing would be advantageous, but it is not essential.
You may currently work in another professional environment where you have developed strong transferable skills, such as:
· Banking or financial services
· Insurance
· Legal or professional services
· Housing
· Estate agency
· Recruitment
· Customer or client services
· Office coordination or administration
· Another busy professional service environment
We are particularly interested in candidates who can demonstrate a successful employment history involving responsibility, communication, organisation, analytical thinking, problem-solving and customer service.
We are not specifically looking for a recent graduate or someone based purely on academic qualifications.
Proven workplace experience, ability, judgement and attitude are more important to us than qualifications alone.
Essential Requirements
· Excellent spoken and written English.
· Excellent verbal communication skills.
· Strong administrative and organisational ability.
· Proven experience working within a professional environment.
· Strong analytical and problem-solving skills.
· Excellent attention to detail.
· Good IT skills.
· Ability to prioritise and manage a substantial workload.
· Strong customer-service skills.
· Ability to work independently and as part of a team.
· Full UK driving licence.
· Willingness to undertake both office and field-based responsibilities.
What We Offer
· £25,000–£28,000 basic salary, depending on experience.
· Performance-related bonus.
· 28 days’ annual leave.
· Company pension.
· Free parking.
· Training and development.
· Training in residential lettings and property management where required.
· Support from experienced colleagues and dedicated specialist departments.
· A varied position offering genuine responsibility and autonomy.
· The opportunity to develop within an established and growing Edinburgh property business.
· Career progression for someone who demonstrates ability, commitment and initiative.
The Person We’re Hoping to Find
You may have spent several years successfully working in another industry and reached the point where you’re ready for a new challenge.
You don’t need to arrive knowing everything about property.
We can teach you our property processes and systems.
What is much harder to teach — and what matters most to us — is intelligence, professionalism, excellent communication, strong administration, analytical ability, common sense, motivation and a genuine work ethic.
You will be trusted with responsibility for approximately 200 properties and the landlord and tenant relationships that come with them.
We therefore need someone who takes responsibility, communicates exceptionally well, works effectively with others and takes pride in getting things right.
If this sounds like you, we’d be very interested in hearing from you.
Job Type: Full-time, Permanent
Salary: £25,000–£28,000 per year + performance-related bonus
Work Location: Office & Field Based – Edinburgh and surrounding areas
Driving Licence: Full UK driving licence required
Pay: £25,000.00-£28,000.00 per year
Application question(s):
- How many years of experience do you have working in a professional, customer-facing or administrative role?
- Are you confident communicating professionally with customers both verbally and in writing, including handling difficult or sensitive conversations?
- Please briefly describe a role where you were responsible for managing a busy workload, prioritising competing tasks and ensuring matters were followed through to completion.
Free-text response
Licence/Certification:
- Do you hold a full UK driving licence (required)
Work Location: In person
