Job Overview
We are seeking a dynamic and proactive Lettings Administrator/Negotiator to join our vibrant property management team. This role offers an exciting opportunity to be at the forefront of the lettings process, ensuring smooth communication between tenants, landlords, and prospective clients. You will play a key part in managing property viewings, negotiating lease terms, and maintaining organized records. Your energetic approach and excellent communication skills will help foster positive relationships and drive successful lettings transactions.
Lettings Administrator
Permanent employee, Full-time – Aberdeen – Carden Place
Location: Aberdeen
Department: Lettings
Reports to: Head of Operations
Hours per week: 35 hours
Hours of work: Monday to Friday (09:00 - 17:00)
All About Grouse
Grouse Lettings’ primary focus is to ensure that an exceptional experience is provided to all of our customers – landlords and tenants alike. As one of our busy Lettings Administrators, you’ll be required to contribute to that exceptional experience by building quality, lasting client and contractor relationships and supporting your fellow employees in continuing Grouse Lettings’ growth trajectory.
Our Lettings Administrators are responsible for all aspects of the lettings management process, but primarily focus on onboarding new customers, securing new tenancies and liaising with existing landlords and tenants to facilitate the highest level of property management.
The Ideal Candidate
Essential
- Minimum 2 years experience in property management
- Excellent communication/interpersonal skills
- Experience of a letting industry CRM system
- Full UK Driving Licence
- Proficient in the use of IT systems including MS Word, Excel & Outlook
- Detailed knowledge of the PRT legislation and PRS industry
- Detailed knowledge of the North East lettings market
Desired
- Use of SME Professional or experience using property software
- MARLA qualified
Your responsibilities will include;
- Assisting the Compliance and Maintenance Manager to ensure that all certification is procured, communicated to tenants/landlords and stored on the appropriate software platforms
- Management of our software system to ensure accuracy/transparency of data for staff and customers alike
- Utilise and enhance company documentation processes including management, distribution and storage of documentation such as leases, terms of business, application forms and inventories
- Assist in managing our deposit-based interactions – with tenants, landlords and the scheme
- Working alongside other business stakeholders, take a lead role in creating and delivering a robust set of procedures to facilitate business growth
- Undertaking ongoing research and professional development to ensure that the company stays compliant with a rapidly evolving legislative environment
- Assist with credit checking of potential tenants, issuing leases and ensuring that all required files are signed and stored as appropriate
- Assist with onboarding new landlords, ensuring we hold the required AML and ownership information
- Along with the Maintenance and Compliance Manager, arrange repairs as may be necessary to the managed portfolio, communicate these to the landlord
- Processing contractor invoices onto our software system
- Actively keeping abreast of software developments to propose new systems to enhance our service offering, and learning new ways to use our existing systems
- Assist with the management of the Property Inspector and Viewin Agents
- Arrangement/conducting of viewings at vacant properties
- Take a lead role as and when the company acquires other agencies’ portfolios, devising systems and processes to ensure the best outcome for landlord, tenant and firm
- Assist in sourcing of acquisition opportunities
- Participate and take a lead role in regular company meetings, preparing reports for consideration and presenting new items when necessary.
- Manage access to our properties via our key management systems
- Generally be the best administrator, organiser and point of reference for our lettings business!
We would love to hear from you if you have excellent people skills, enjoy problem solving and working within a close-knit, friendly team.
Pay: £28,000.00-£30,500.00 per year
Benefits:
- Employee discount
- Free parking
- On-site parking
Work Location: In person
