Property Management Administrator
£26,000–£30,000 depending on experience and demonstrated capability
Location Coastal Lettings, Barrow-in-Furness
Contract Permanent, full-time, office-based
Hours 37.5 hours per week
Reports to Senior Property Management Co-ordinator
Start As soon as reasonably practicable
Salary £26,000–£30,000, depending on experience and demonstrated capability
Role purpose
The Property Management Administrator supports the operation of the entire Coastal Lettings back office.
This is a busy and varied role covering tenancy administration, property records, maintenance coordination, compliance, financial administration, customer communication and operational reporting.
The purpose of the role is to ensure that routine work is completed accurately and promptly, records remain reliable, deadlines are visible and no important action is left unowned.
The successful person will work closely with the Senior Property Management Coordinator, taking ownership of routine administration while escalating exceptions, risks and decisions requiring senior authority.
The successful person will also make a meaningful contribution to projects designed to improve business processes, data handling and record keeping. The role offers the opportunity to join Coastal Lettings at an important stage of its development and contribute directly to strengthening how the business operates.
Key responsibilities
1. Property and system administration
- · Maintain accurate landlord, property, tenant and tenancy records in 10ninety.
- · Create and update tasks, dates, notes and workflow stages.
- · Upload tenancy documents, certificates, quotations, invoices, photographs and reports promptly.
- · Check records for missing, inconsistent or outdated information.
- · Investigate routine discrepancies and escalate anything that cannot be resolved.
- · Maintain orderly digital filing and audit-ready records.
- · Ensure completed actions are properly recorded and closed rather than simply passed on.
2. Tenancy and move-in administration
- · Support tenancy creation, referencing, right-to-rent checks, renewals and tenancy changes.
- · Request and check required applicant and tenancy information.
- · Prepare tenancy agreements, prescribed documents and move-in packs using approved procedures.
- · Support inventories, check-ins, check-outs and tenancy handovers.
- · Complete or support documented pre-letting checks before move-in.
- · Confirm that rooms and properties are ready, required documents are present and any discrepancy has been escalated.
- · Help prevent administrative delays between a let being agreed and the tenant moving in.
3. Maintenance coordination
- · Log maintenance reports with clear and accurate defect information.
- · Categorise issues as emergency, urgent, routine, planned, void-related or compliance-related.
- · Acknowledge tenant reports and explain what will happen next.
- · Allocate approved contractors or Furness Building Services in accordance with company procedures.
- · Obtain quotations and landlord authority where required.
- · Set target dates and actively chase contractors, tenants and landlords for outstanding actions.
- · Provide timely progress updates so landlords and tenants do not need to chase for basic information.
- · Confirm completion and store dates, costs, notes, photographs and further recommendations.
- · Reopen or escalate jobs where evidence is incomplete or the underlying problem has not been resolved.
- · Identify maintenance or void-work delays affecting room readiness, occupancy or tenant retention.
4. Compliance administration
- · Maintain forward visibility of compliance requirements at 90, 60 and 30 days before expiry.
- · Track gas safety records, EICRs, EPCs, smoke and carbon-monoxide alarms, PAT testing, fire-safety checks, Legionella actions, HMO licences and other applicable requirements.
- · Request appointments, certificates and corrective-action evidence.
- · Upload certificates and enter the correct issue and expiry dates.
- · Check that certificates relate to the correct property and required scope.
- · Escalate overdue, missing, failed or inconsistent compliance information immediately.
- · Support preparation of evidence for PRS, UKALA, client-money, AML and other regulatory reviews.
- · Never allow a missing safety or compliance document to be treated as an ordinary filing delay.
5. Financial administration
- · Enter and upload contractor invoices accurately in 10ninety and Xero.
- · Support rent allocation, landlord statements, arrears monitoring and account reconciliations.
- · Check that invoices, quotations, approvals and property records agree.
- · Assist with identifying unapplied payments, duplicate entries, missing charges and other discrepancies.
- · Maintain clear supporting evidence for client-account and audit purposes.
- · Escalate any client-money mismatch, unusual transaction or unresolved financial discrepancy promptly.
- · Support the Senior Property Management Coordinator with weekly finance information and reporting deadlines.
6. Customer service and office support
- · Help manage the shared inbox, telephone calls and office enquiries.
- · Ensure every material enquiry or issue has a named owner and next action.
- · Provide clear, courteous and specific updates to tenants, landlords and contractors.
- · Handle personal and financial information carefully and confidentially.
- · Provide reasonable cover for colleagues during holidays, sickness and busy periods.
- · Support general office administration and other reasonable back-office duties.
7. Reporting and continuous improvement
- · Maintain assigned trackers and provide accurate information for the daily and weekly management reports.
- · Highlight overdue actions, compliance risks, unresolved maintenance, tenancy delays and data-quality problems.
- · Support reporting on occupancy, vacant rooms, lets and move-ins, conversion rates, maintenance response times and tenant retention.
- · Identify recurring problems and suggest practical improvements to checklists, templates and workflows.
- · Take responsibility for learning new systems and applying agreed process changes.
8. Project support
- · Contribute to individual improvement projects that fall outside day-to-day operations.
- · Support data entry, document migration and record-cleaning work required for successful project outcomes.
- · Support transitions to new or improved business processes arising from completed projects.
- · Identify blockages that may delay or prevent successful project outcomes and escalate them in a timely manner.
Authority and escalation
The Property Management Administrator may:
- · Update records and progress routine administration.
- · Request information, certificates, evidence and quotations.
- · Coordinate approved routine appointments and actions.
- · Chase outstanding work and provide factual updates.
- · Escalate risks and recommend next actions.
The role must refer the following matters to the Senior Property Management Coordinator or a Director:
- · Material or unapproved expenditure.
- · Rent or fee changes.
- · Legal notices or contractual commitments.
- · Client-money discrepancies.
- · Serious complaints or threatened claims.
- · Admissions of liability.
- · Safety or compliance failures.
- · Debt write-offs or unusual payment arrangements.
- · Any matter outside approved procedures or authority.
Person specification
Essential skills and experience
- · Demonstrable experience of completing detailed administrative work accurately and on time.
- · Strong attention to detail and an ability to identify errors, missing information and inconsistencies.
- · Confident use of email, Microsoft Office, spreadsheets, cloud filing and business software.
- · Good written English, numeracy and professional telephone communication.
- · Ability to organise a varied workload and manage competing deadlines.
- · Ability to follow procedures while recognising when something needs escalation.
- · Evidence of completing tasks and following actions through to a clear conclusion.
- · A trustworthy and responsible approach to confidential information and financial records.
Working style
The successful person will:
- · Notice when something is not right and feel responsible for resolving or escalating it.
- · Take pride in accuracy, order and properly completed work.
- · Be constructive, cheerful and professional, particularly during busy periods.
- · Bring positive energy without allowing speed to reduce accuracy.
- · Enjoy a busy and varied working day.
- · Be dependable and willing to contribute wherever routine back-office support is needed.
- · Be curious about how the business works and why processes matter.
- · Welcome feedback, training and increasing responsibility.
- · Understand that good administration affects occupancy, income, landlord retention and tenant experience.
- · Ask questions when uncertain rather than guessing or ignoring the issue.
- · Enjoy seeing projects through to their conclusion and take pride in their completion.
Desirable
- · Previous experience in lettings, property management, housing, maintenance coordination, compliance, finance or another regulated environment.
- · Experience with 10ninety, Xero or comparable property-management, CRM or accounting software.
- · Familiarity with referencing, right-to-rent, AML or property compliance.
- · Experience handling landlords, tenants, contractors or customer complaints.
- · Relevant property, administration, finance or business qualification.
- · Evidence of commercial awareness or an interest in developing it.
Property experience is helpful but not essential where the candidate can demonstrate strong administrative ability, judgement, learning capacity and follow-through.
How success will be measured
Success in the role means:
- · Assigned 10ninety records are accurate, complete and current.
- · No important inbox item or operational task is knowingly left unowned.
- · Compliance evidence and expiry dates are entered promptly and accurately.
- · Maintenance issues receive timely acknowledgement, chasing, updates and completion records.
- · Move-ins are not delayed by preventable administrative failures.
- · Financial information is entered accurately and discrepancies are escalated.
- · Daily and weekly reporting information is supplied on time.
- · Agreed improvement-project tasks are completed accurately and within agreed timescales.
- · The role contributes to improved occupancy, fewer vacant rooms, more completed move-ins, better maintenance response times and longer tenant retention.
Training and progression
Structured training will be provided in Coastal Lettings’ systems, property-management processes, compliance framework and reporting standards.
Performance and development will be reviewed through clear 30-, 60- and 90-day objectives.
As capability is demonstrated, the role can develop towards greater responsibility in property management, compliance, finance administration or back-office operations.
Pay: £26,000.00-£30,000.00 per year
Work Location: In person
