Property Management Coordinator / Administrator
Company Overview
At ELC Sales & Lettings, we are continually evolving and improving the way we deliver residential lettings and property management services across Edinburgh and the surrounding areas.
Our business is built around trust, strong communication, operational efficiency, and delivering high levels of service to both landlords and tenants. As our portfolio continues to grow, we are committed to building a strong and supportive team environment where organisation, initiative, and professionalism are genuinely valued.
We are now seeking a highly organised and proactive Property Management Coordinator / Administrator to join our growing Property Management department.
The Role
This is a fast-paced operational role designed to support the Property Managers by overseeing the administrative progression of properties throughout the tenancy lifecycle, ensuring smooth communication, strong organisation, and efficient diary coordination across the department.
The successful candidate will be confident managing multiple tasks simultaneously, highly organised, and capable of keeping both landlords and tenants informed throughout the process.
This role plays a key part in maintaining operational flow across the department and helping ensure a smooth experience for landlords, tenants, and the wider team.
Key Responsibilities
- Coordinating the progression of properties from notice received through to re-let and move-in
- Monitoring properties due to return to the market and liaising with landlords regarding re-letting instructions
- Supporting the transition of properties through each stage:
- Returned
- On the Market
- Applicant Vetting
- Move-In
- Keeping landlords and tenants updated throughout the tenancy progression process
- Liaising closely with the Property Management team regarding tenancy movements and operational updates
- Managing and coordinating Property Manager and field team diaries to ensure efficient scheduling and full utilisation
- Assisting with inspection scheduling and operational planning
- Reviewing applications and progressing referencing and tenancy paperwork
- Managing utility and council tax administration and resolving outstanding matters following tenancy changes
- Ensuring deposits, rents, and tenancy funds are appropriately processed and monitored
- Uploading compliance certificates and maintaining accurate property records
- Assisting with key logging and administrative tracking systems
- Following up on unresolved tenancy matters, including supporting documentation for legal or court-related processes where required
- Providing general operational and administrative support to the wider Property Management department
Requirements
- Strong administrative and organisational skills
- Ability to multitask and prioritise workload effectively
- Excellent communication skills with landlords, tenants, and contractors
- Confident using property management software and IT systems
- Ability to work proactively and independently
- Strong attention to detail and process management
- Previous experience within lettings, property management, estate agency, or a fast-paced administrative environment would be advantageous
What We Are Looking For
We are looking for somebody who is:
- Highly organised and process-driven
- Proactive and capable of working independently
- Calm and professional under pressure
- Confident communicating with landlords, tenants, and colleagues
- Comfortable managing multiple operational tasks simultaneously
- Motivated to help improve operational efficiency and client service standards
Salary & Benefits
- £30,000 – £32,000 DOE
- Full Time | Permanent
- Based in Edinburgh
- Supportive and team-focused working environment
- Opportunity to play a key operational role within a growing business
Pay: £28,000.00-£30,000.00 per year
Benefits:
Application question(s):
- Please describe your previous experience within lettings, property management, estate agency, or another fast-paced administrative environment. What were your main day-to-day responsibilities?
- Please describe the most demanding administrative or property-related role you have previously held and explain how you managed the workload on a day-to-day basis.
- This role involves managing multiple tenancy progressions, diaries, landlord updates, and operational tasks simultaneously. Can you explain the system or approach you personally use to ensure nothing gets missed?
- Please describe a situation where you had to deal with a difficult landlord, tenant, or customer whilst under pressure. How did you handle the situation and what was the outcome?
- Tell us about a time when you had several urgent tasks competing for your attention at the same time. How did you prioritise them and ensure everything was completed properly?
- What property management systems, CRMs, or administrative software have you previously used, and how confident are you learning and adapting to new systems?
- Please provide an example of a time where you identified a problem or inefficiency within a business process and took the initiative to improve it without being asked.
- Tell us about a time where your attention to detail prevented a significant mistake, complaint, or operational issue.
- This role requires somebody who can remain organised, calm, and proactive within a fast-paced operational environment. Why do you believe you are particularly well suited to this type of role?
Work Location: In person
