About Gilbert & Rose
Gilbert & Rose is one of Essex's fastest-growing lettings and property management agencies, managing a large and expanding portfolio across South Essex. We pride ourselves on our energy, professionalism, and commitment to delivering exceptional service to our landlords and tenants. As our business continues to grow, we're looking for an organised and proactive Property Management Assistant to support our busy Property Management team.
The Role
This is a key administrative role within our Property Management department, providing essential support to our Property Managers and helping ensure the smooth day-to-day management of our property portfolio.
The successful candidate will play a vital role in tenancy progression, compliance, maintenance coordination, and general administration. This position is ideal for someone with excellent organisational skills, strong attention to detail, and a proactive approach to problem-solving. Previous experience in lettings or property administration is beneficial but not essential for the right candidate.
Key Responsibilities
Property Management Support
- Provide day-to-day administrative support to the Property Management team.
- Maintain accurate and up-to-date property, landlord, and tenant records.
- Assist with managing the department inbox and responding to enquiries.
- Prepare and issue letters, notices, and tenancy-related documentation.
- Support Property Managers with tenancy renewals, rent reviews, and tenancy amendments.
- Assist with deposit administration and documentation.
Tenancy Administration
- Organise inventories, check-ins, and key collections.
- Ensure all move-in documentation is completed accurately and on time.
Compliance Administration
- Monitor property compliance, ensuring Gas Safety Certificates, EICRs, EPCs, smoke alarms, and other statutory requirements remain up to date.
- Arrange renewal appointments with contractors and tenants.
- Maintain compliance records across company systems.
- Support Property Managers in ensuring all legislative requirements are met.
Maintenance Coordination
- Log maintenance issues and allocate jobs to approved contractors.
- Monitor the progress of maintenance works and obtain updates where required.
- Schedule routine property inspections and arrange contractor appointments.
- Issue inspection reports to landlords following visits.
- Ensure maintenance records and invoices are processed accurately.
General Administration
- Maintain accurate records across property management software.
- Assist with filing, document management, and data entry.
- Provide administrative support across the Property Management teams as required.
- Contribute to improving internal processes and maintaining high service standards.
About You
We're looking for someone who is:
- Highly organised with excellent attention to detail.
- Proactive, positive, and able to work independently.
- A confident communicator with excellent customer service skills.
- Able to prioritise multiple tasks in a fast-paced environment.
- Professional, approachable, and solutions-focused.
- Comfortable using Microsoft Office and property management software.
Experience & Skills
- Previous experience in lettings, property management, or administration is preferred.
- Knowledge of residential lettings legislation and compliance is advantageous.
- Experience using software such as Goodlord, Fixflo, Rex, or PayProp would be beneficial.
- Strong IT and organisational skills.
- A full UK Driving Licence would be advantageous but is not essential.
What We Offer
- Competitive salary dependent on experience.
- Career progression opportunities within one of Essex's fastest-growing property companies.
- Ongoing ARLA/Propertymark training and professional development.
- Friendly, supportive, and ambitious team culture.
- Modern office environment in Southend-on-Sea.
- Company pension.
- Employee discount.
- Company events.
- Referral programme.
- On-site parking.
Job Type: Full-time, Permanent
Hours: Monday to Friday, 9:00am – 6:00pm (30-minute lunch)
Work Location: In person
Pay: £27,500.00 per year
Benefits:
- Company events
- Company pension
- Enhanced maternity leave
- Enhanced paternity leave
- Free parking
- On-site parking
- Sick pay
Experience:
- Administrative: 2 years (preferred)
- Property management: 1 year (preferred)
Work authorisation:
- United Kingdom (required)
Location:
Work Location: In person
