Hours: 37.5 hours per week
Working Pattern: Monday to Friday, plus every other Saturday (with a half-day in lieu during the week)
Purpose of the Role
To provide administrative support to the Lettings Department, ensuring all tenancy, landlord, tenant and compliance processes are completed accurately, efficiently and in accordance with current legislation.
The Lettings Administrator will play a vital role in supporting negotiators, landlords and tenants throughout the tenancy lifecycle, from application through to move-in and ongoing tenancy administration.
Key Responsibilities
Tenancy Administration
- Prepare tenancy agreements and associated documentation.
- Process tenancy applications and progression.
- Coordinate referencing, Right to Rent checks and AML requirements.
- Ensure all move-in documentation is completed accurately and on time.
- Arrange deposit registration and prescribed information.
- Maintain tenancy records and documentation on company systems.
Compliance & Legislation
Ensure all compliance documents are obtained and correctly recorded, including:
- EPCs
- Gas Safety Certificates
- EICRs
- Right to Rent documentation
- Selective Licensing requirements
- Landlord AML documentation
- Monitor document expiry dates and arrange renewals.
- Assist with compliance audits and file reviews.
Landlord & Tenant Liaison
- Act as a point of contact for landlords and tenants throughout the tenancy process.
- Respond to enquiries promptly and professionally.
- Assist with tenancy renewals, rent reviews and tenancy amendments.
- Coordinate contractor access where required.
Lettings Support
- Support negotiators with applicant and tenancy administration.
- Assist with property listings and marketing administration.
- Upload and maintain property information on Jupix and other systems.
- Assist with onboarding new landlords and properties.
General Administration
- Scan, upload and maintain digital files.
- Maintain accurate records across all company systems.
- Assist with reporting and departmental administration.
- Support the wider business where required.
Key Skills & Experience
Essential
- Excellent organisational skills.
- Strong attention to detail.
- Ability to manage multiple tasks and deadlines.
- Good written and verbal communication skills.
- Strong IT skills including Microsoft Office.
- Professional and proactive approach.
Desirable
- Previous lettings or property administration experience.
- Knowledge of current lettings legislation and compliance requirements.
- Experience using Jupix, Goodlord, PayProp or similar property software.
- ARLA Propertymark knowledge.
Key Performance Indicators (KPIs)
- Accuracy of tenancy documentation.
- Compliance completion rates.
- Speed of tenancy progression.
- File audit scores.
- Landlord and tenant satisfaction.
- Reduction in compliance risks and documentation gaps.
Commission & Bonus Structure
New Lettings Commission
- £25 for every tenancy successfully progressed to move-in where the Lettings Administrator has completed the application, referencing, compliance and tenancy administration process.
Team Performance Bonus
A quarterly bonus may be paid where departmental targets are achieved, including:
- Compliance targets achieved.
- Tenancy progression timescales met.
- Audit scores maintained.
- Company revenue and profitability targets achieved.
Bonus amount to be determined by the Directors based on departmental and company performance.
Benefits
- £25,000 basic salary.
- 20 days annual leave plus bank holidays.
- Half-day in lieu for every other Saturday worked.
- Ongoing training and development.
- Opportunity to progress within a growing independent agency.
- Company pension scheme.
Reporting To
Lettings Manager
Department
Lettings & Property Management
Pay: £25,000.00 per year
Benefits:
Work Location: In person
