Property administrator Work, Jobs in Aberdeen (with Salaries)

Lettings Coordinator
Aberdeen Lettings and Management —Aberdeen
- From £26,000 a year
- Full-time
- Administrative experience
- In-person
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Lettings Coordinator
Aberdeen Lettings and Management —Aberdeen
Answer incoming telephone calls promptly and professionally. Transfer calls to relevant team members. Return missed calls where appropriate.
From £26,000 a year
Quick apply
2d

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Lettings Coordinator

Aberdeen Lettings and Management
Aberdeen

Quick apply

Job details

Permanent | Full-time
From £26,000 a year
2 days ago

Qualifications

Administrative experience

Full job description

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

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Lettings Coordinator

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