Job Description
Residential Lettings & Property Manager
Reporting To: Senior Residential Property Manager
Location: Dundee
Job Purpose
The Residential Lettings & Property Manager is responsible for maximising occupancy across our residential portfolio by delivering an outstanding service to landlords and prospective tenants.
The successful candidate will manage enquiries from initial contact through to completed tenancy, conduct property viewings, negotiate successful lets and provide day-to-day property management support for an allocated portfolio.
This is a customer-facing role requiring excellent communication skills, commercial awareness and a proactive approach to delivering first-class service.
Key ResponsibilitiesResidential Lettings
- Respond promptly to all residential enquiries received via telephone, email, portals and website.
- Qualify applicants to understand their requirements, budget and preferred locations.
- Match applicants with suitable available properties.
- Arrange and conduct professional accompanied property viewings.
- Promote the benefits of each property and confidently answer applicants' questions.
- Follow up all viewings to obtain feedback and encourage applications.
- Convert enquiries into completed lettings, minimising void periods.
- Maintain regular contact with applicants until suitable accommodation is secured.
- Build and maintain an active database of prospective tenants.
Property Management
- Act as a day-to-day point of contact for landlords and tenants.
- Coordinate maintenance and repair works.
- Instruct and liaise with contractors.
- Monitor the progress and quality of maintenance works.
- Carry out routine property inspections and prepare reports.
- Assist with tenancy renewals and tenancy changes.
- Resolve routine tenancy issues professionally and efficiently.
- Escalate more complex matters to senior management where appropriate.
- Ensure excellent customer service is maintained at all times.
Administration
- Maintain accurate records within the company's property management systems.
- Update applicant notes, viewing feedback and tenancy information.
- Prepare tenancy documentation where required.
- Ensure compliance documentation is complete and up to date.
- Maintain organised digital records.
- Assist with general office administration as required.
Customer Service
- Deliver an exceptional experience for landlords and tenants.
- Build long-term relationships with clients.
- Respond quickly and professionally to enquiries.
- Handle complaints calmly and positively.
- Represent Westport Property professionally at all times.
Business Development
- Maximise occupancy across the residential portfolio.
- Identify opportunities to increase letting activity.
- Provide market feedback on rental values and applicant demand.
- Recommend improvements to marketing and customer experience.
- Support the continued growth of the residential department.
Person Specification
Essential
- Previous experience within residential lettings and/or residential property management.
- Excellent interpersonal and communication skills.
- Strong sales and negotiation ability.
- Ability to build rapport with prospective tenants.
- Highly organised with excellent attention to detail.
- Ability to prioritise a varied workload.
- Professional and confident manner.
- Good IT skills including Microsoft Office.
- Full UK driving licence.
- Ability to work both independently and as part of a team.
Desirable
- Knowledge of Scottish residential tenancy legislation.
- Experience using property management software (such as Propman).
- ARLA Propertymark qualification or willingness to study.
- Experience carrying out property inspections.
- Experience coordinating maintenance works.
- Knowledge of Dundee and the surrounding residential rental market.
Personal Attributes
The successful candidate will be:
- Positive and enthusiastic.
- Commercially minded.
- Self-motivated.
- Approachable and personable.
- Calm under pressure.
- Well presented.
- Solution focused.
- Professional and trustworthy.
- Adaptable and willing to embrace new technology and ways of working.
Key Performance Indicators (KPIs)
Performance will be measured against:
- Enquiry response times.
- Enquiry-to-viewing conversion rate.
- Viewing-to-application conversion rate.
- Application-to-let conversion rate.
- Portfolio occupancy levels.
- Average property void periods.
- Customer satisfaction.
- Accuracy of property management records.
- Timely completion of inspections and follow-up actions.
- Quality of communication with landlords and tenants.
Working Relationships
The Residential Lettings & Property Manager will work closely with:
- Senior Residential Property Manager
- Residential Property Management Team
- Property Accounts Team
- Maintenance Contractors
- Landlords
- Tenants
- Prospective Tenants
- External Suppliers
Career Development
Westport Property is committed to investing in its people. The successful candidate will receive ongoing training and development and will have opportunities to progress within the business as the company continues to grow and invest in technology, automation and modern property management systems.
Pay: £25,420.00-£28,000.00 per year
Benefits:
- Company pension
- Free parking
- On-site parking
Experience:
- property lettings: 1 year (required)
Work Location: In person
