Job Summary
The Lettings Administrator is responsible for providing comprehensive administrative support to the lettings team, ensuring the smooth day-to-day running of the department. The role involves coordinating property viewings, managing keys, processing tenancy applications, preparing tenancy documentation, assisting the property manager by liaising with landlords, tenants and contractors, maintaining property listings, and ensuring all administrative processes are completed accurately and efficiently.
The successful candidate will be highly organised, customer-focused, proactive, and able to manage multiple tasks whilst maintaining excellent attention to detail.
Key Responsibilities
Key Management
- Maintain accurate records of all office and property keys.
- Issue and receive keys to negotiators, contractors, landlords and tenants.
- Ensure all key movements are logged correctly.
- Chase outstanding keys and maintain accountability.
- Label and organise keys securely.
- Arrange key cutting when required.
- Prepare key sets for new tenants.
- Ensure spare keys are safely stored.
- Maintain key cabinet organisation.
- Conduct regular key audits.
Viewings Coordination
- Book property viewings for prospective tenants.
- Coordinate viewing diaries.
- Confirm appointments via phone, email or text.
- Rearrange cancelled appointments.
- Confirm access arrangements.
- Review viewing feedback.
- Update Property Manager with viewing feedback.
Diary Management
- Schedule property inspections.
- Schedule check-ins and check-outs.
Telephone & Customer Service
- Answer incoming telephone calls promptly and professionally.
- Handle general lettings enquiries.
- Provide accurate property information.
- Transfer calls to relevant team members.
- Take detailed messages.
- Return missed calls where appropriate.
- Respond to voicemail enquiries.
- Handle landlord enquiries.
- Handle tenant enquiries.
- Assist contractors contacting the office.
- Deliver exceptional customer service at all times.
Email Management
- Monitor shared inboxes.
- Respond promptly to enquiries.
- Forward emails to relevant departments.
- Prioritise urgent matters.
- Maintain organised email filing.
- Follow up outstanding enquiries.
- Ensure all communications are professional.
Property Advertising
- Upload new property listings to property portals.
- Ensure listings are accurate and complete.
- Upload professional photographs.
- Write attractive property descriptions.
- Amend listings when required.
- Remove let agreed properties promptly.
- Monitor advert quality.
- Ensure pricing is accurate.
- Liaise with photographers where necessary.
Property Availability Management
- Maintain an accurate available property list.
- Update availability daily.
- Remove reserved properties.
- Monitor upcoming instructions.
Tenancy Applications
- Process tenant applications.
- Check application completeness.
- Verify applicant information.
- Request outstanding documentation.
- Liaise with references
- Track application progress.
- Update applicants throughout the process.
- Liaise with landlords regarding applicants.
- Obtain landlord approval.
- Record application outcomes.
- Progress successful applications.
- Notify unsuccessful applicants professionally.
Referencing
- Initiate tenant referencing.
- Monitor referencing progress.
- Chase outstanding references.
- Review completed reports.
- Escalate adverse references.
- Liaise with guarantors.
- Obtain additional documentation where necessary.
- Keep accurate referencing records.
Tenancy Agreements
- Prepare tenancy agreements.
- Verify tenancy details.
- Check rent amounts.
- Confirm deposit information.
- Confirm tenancy dates.
- Ensure all legal clauses are correct.
- Send agreements electronically for signature.
- Monitor unsigned agreements.
- Chase outstanding signatures.
- Ensure all parties have signed.
- Save signed agreements.
- Distribute completed agreements.
- Maintain digital records.
Compliance Administration
- Ensure compliance documents are available before move-in.
- Prepare Right to Rent documentation.
- Check ID documents.
- Upload compliance certificates.
- Monitor certificate expiry dates.
- Chase outstanding compliance documentation.
- Ensure legal requirements are met.
- Assist with audit preparation.
Move-In Administration
- Prepare move-in packs.
- Confirm first month's rent.
- Confirm deposit payment.
- Arrange key collection appointments.
- Prepare welcome documentation.
- Confirm utility information.
- Confirm inventory arrangements.
- Liaise with inventory clerks.
- Confirm move-in details with tenants.
- Send out tenant welcome emails with all relevant compliance attachments
Tenant Support
- Respond to tenant enquiries.
- Explain application process.
- Provide move-in information.
- Assist with tenancy paperwork.
- Provide key collection information.
- Answer general tenancy questions.
- Direct maintenance enquiries appropriately.
Personal Attributes
- Friendly and approachable.
- Highly organised.
- Reliable.
- Proactive.
- Flexible.
- Professional.
- Team player.
Pay: From £26,000.00 per year
Experience:
- Administrative: 1 year (required)
Work Location: In person
