Property Administrator
BruceRae - Stockbridge, Edinburgh
Full-time | Permanent | Monday-Friday 9am-5pm
Salary: £28,000
About BruceRae
BruceRae is a small, independent property management business based in Stockbridge, Edinburgh. We've been managing residential property in Edinburgh for over 30 years and pride ourselves on providing a personal, professional service to our landlords and tenants.
We're a genuinely small team, and we see that as one of our strengths. Everyone plays an important part in the business, and we're looking for an experienced Property Administrator who can take ownership of much of the day-to-day administration that keeps our property operation moving.
Our values are simple:
We care deeply
We love the boring stuff
We solve problems creatively
We prioritise communication
If those sound like things you can get behind, you'll probably feel at home here.
The role
Working closely with our Operations Lead and Directors, you'll take responsibility for a wide range of day-to-day property and tenancy administration.
This is a varied role. On any given day, you might be progressing a tenant application, preparing a lease, arranging an inventory, coordinating a repair, processing an invoice, responding to a landlord, carrying out a viewing or making sure the right keys are ready for collection.
We're looking for someone who genuinely enjoys administration, takes pride in getting things right and notices when something hasn't been completed - and then takes ownership of getting it sorted.
You'll have support when you need it, but we don't want someone who needs to be given a task list every morning. You'll need to be comfortable prioritising your own workload, making sensible day-to-day decisions and following things through to completion.
What you'll be doing
Your responsibilities will include:
- Managing incoming telephone calls and shared email inboxes, ensuring enquiries are responded to or directed appropriately
- Handling day-to-day enquiries from tenants, landlords and contractors in a friendly and professional manner
- Managing tenant applications from initial enquiry through referencing and progression to an agreed tenancy
- Preparing tenancy agreements and associated documentation, ensuring leases are issued, signed and ready ahead of move-in
- Coordinating inventories and ensuring these are arranged and completed in time for new tenancies
- Coordinating the administrative side of tenant move-ins and move-outs
- Managing tenancy deposits and associated administration
- Coordinating property maintenance through Fixflo, instructing contractors and keeping tenants and landlords updated
- Instructing routine maintenance works up to an authorised value of £200 and escalating higher-value or more complex matters where required
- Processing contractor invoices
- Supporting rent processing and other routine financial administration
- Maintaining accurate property, landlord and tenant records across our systems
- Monitoring outstanding actions proactively, following matters through to completion
- Arranging and carrying out property viewings when required, using your own vehicle to travel to properties
- Managing office keys, including signing keys in and out and coordinating collections and handovers
- Dealing with visitors and walk-in enquiries at our Stockbridge office
- Providing occasional cover for other areas of the operation during periods of annual leave
- Supporting the wider team with general office and property administration as required
About you
This isn't an entry level property position. We're looking for someone who already understands the day-to-day realities of residential property and can use that experience to become a dependable part of our operation.
You'll be naturally organised, comfortable juggling competing priorities and someone who gets satisfaction from making sure things are done properly.
What you'll need
- A minimum of 2 years' experience working within residential property, ideally within lettings, property management or a similar role
- Strong adminstrative and organisational skills
- Experience dealing with tenants, landlords, contractors and other customers
- Excellent attention to detail and accurate record keeping
- Confidence communicating professionally and warmly by telephone, email and in person
- Experience using property management, CRM or similar systems
- The ability to prioritise your own workload and work independently
- A proactive approach - if something needs doing, you'll take ownership and follow it through
- Good judgement and the confidence to make routine decisions without constant supervision
- The ability to remain organised when priorities change or several things need attention at once
- A full UK driving licence and access to your own car, which you'll need to use to attend property viewings when required
It would be particularly useful if you have
- Experience using SME Professional
- Experience using Fixflo
- Experience managing tenant applications and referencing
- Experience preparing residential tenancy agreements and coordinating move-ins
- Experience coordinating property maintenance
- Experience with deposit administration, rent processing and contractor invoices
Working in a small business
We think it's important to be upfront about this.
You won't be joining a large company with multiple departments, layers of management and a rigid job description. BruceRae is a very small business, and there will be times when you're trusted to manage the office and day-to-day operation independently.
We're also currently reviewing and improving many of our internal systems, processes and procedures. Some of the ways we work today will change, and the responsibilities of this role are likely to evolve with the business.
We're therefore looking for someone who is comfortable with change rather than frustrated by it. You might spot a better way of doing something, help us improve a process or take on responsibilities that weren't originally part of the role.
For the right person, that's part of the appeal. You'll have genuine ownership, plently of variety and the opportunity to become an important part of a small business where your contribution has a visible impact.
The details
Salary: £28,000
Hours: Monday-Friday, 9am-5pm
Contract: Permanent, full-time
Location: 110b St Stephen Street, Stockbridge, Edinburgh, EH3 5AQ
This is primarily an office-based position. Some flexibility may be possible, but regular office attendance is an important part of the role as you'll be dealing with walk-in enquiries, key collections and the day-to-day running of the office.
How to apply
If you're an experienced property professional who loves organisation, takes ownership and gets satisfaction from keeping things moving and making sure things are done properly, we'd love to hear from you.
Please apply with both your CV and a cover letter. Your cover letter should tell us about your relevant residential property experience, why you're interested in the role and why you think you'd be a good fit for working within a small team like ours.
Please note that applications submitted without a cover letter will not be considered and will be automatically rejected.
And, if you're feeling brave, you're also very welcome to send us a short video (around 1 minute) introducing yourself and telling us a little about why the role caught your eye. This is completely optional and won't form part of our assessment of your application - it's simply another way to say hello.
Videos can be sent to [email protected]
Pay: £28,000.00 per year
Benefits:
Experience:
- property: 2 years (required)
Work Location: In person
