Role Purpose
Coastal Lettings is looking for a highly capable Senior Lettings Administrator to help bring structure, pace and control to a busy lettings and property management operation.
This is not a basic administration role. The successful candidate will be expected to take ownership of key operational processes across lettings, tenancy progression, maintenance coordination, compliance tracking, landlord administration and financial reporting.
The role is suited to someone who is organised, commercially aware, confident with systems, comfortable with numbers, and able to work directly with directors to improve the day-to-day running of the business.
The immediate priority is to help reduce vacancy, improve tenant move-in speed, tighten administration, and ensure landlords, tenants and the management team have clear, accurate information.
Key Responsibilities
1. Lettings, Tenancy Progression and Occupancy Support
You will help ensure rooms and properties move quickly from enquiry to viewing, let agreed and move-in.
Responsibilities include:
- Managing tenancy creation, renewals, rent schedules and tenancy documentation.
- Supporting the enquiry-to-move-in process.
- Ensuring referencing, right-to-rent checks, deposits and tenancy agreements are completed accurately and quickly.
- Monitoring rooms that are vacant or becoming vacant.
- Supporting advert, viewing and move-in administration.
- Ensuring applicants receive clear communication and next steps.
- Helping reduce avoidable delays between let agreed and move-in.
- Maintaining accurate property, room and tenant records.
2. 10-Ninety and Property Management Systems
You will be expected to take a senior role in keeping the property management system accurate and up to date.
Responsibilities include:
- Managing and maintaining 10-Ninety records.
- Uploading documents and keeping property, landlord and tenant records complete.
- Ensuring tenancy data, rent schedules, certificates and compliance records are accurate.
- Identifying missing, incorrect or outdated records.
- Supporting system improvements and better use of 10-Ninety across the team.
- Helping train or guide other team members on correct system use.
3. Maintenance Coordination and Tracking
You will help ensure maintenance issues are properly logged, tracked, followed up and closed.
Responsibilities include:
- Logging maintenance issues clearly.
- Ensuring jobs are categorised and prioritised correctly.
- Liaising with tenants, landlords, contractors and internal team members.
- Tracking progress and ensuring jobs do not drift.
- Requesting landlord approval where required.
- Ensuring completed works are recorded with notes, photos and costs where applicable.
- Escalating urgent or overdue maintenance issues.
- Supporting clear communication so tenants and landlords are not left chasing for updates.
4. Compliance Administration
You will help maintain control of key compliance records and deadlines.
Responsibilities include:
- Tracking gas safety certificates, EICRs, EPCs, alarms, emergency lighting, PAT testing and other relevant compliance items.
- Monitoring upcoming expiry dates.
- Flagging overdue or at-risk compliance items.
- Coordinating bookings with contractors where required.
- Uploading and filing certificates correctly.
- Supporting directors with compliance reporting and exception management.
5. Landlord Statements, Rent and Financial Administration
You will support the financial administration of the lettings business.
Responsibilities include:
- Assisting with landlord statements and remittances.
- Supporting rent collection and allocation.
- Monitoring arrears and assisting with arrears chasing.
- Processing contractor invoices and recharge information.
- Helping reconcile landlord, tenant and contractor information.
- Identifying missing charges, billing errors or fee leakage.
- Supporting weekly and monthly reporting for management.
6. Office, Communication and Team Support
You will be a senior point of control within the office environment.
Responsibilities include:
- Handling calls, emails and walk-ins professionally.
- Supporting junior team members with process and prioritisation.
- Helping ensure daily tasks are completed and visible.
- Escalating issues early rather than allowing them to become problems.
- Maintaining a calm, professional and organised office standard.
- Supporting directors with reports, updates and operational follow-through.
Senior-Level Expectations
This role requires someone who can do more than process tasks.
The successful candidate must be able to:
- Take ownership without constant supervision.
- Spot problems before they become serious.
- Work from dashboards, trackers and system reports.
- Hold themselves and others to clear standards.
- Communicate firmly but professionally with tenants, landlords and contractors.
- Improve processes rather than simply follow broken ones.
- Maintain accuracy under pressure.
- Support the business in becoming more organised, accountable and commercially disciplined.
Key Performance Indicators
Performance will be assessed against practical operational measures, including:
- Occupancy percentage.
- Number of vacant rooms.
- Lets agreed per week.
- Speed from let agreed to move-in.
- Accuracy of 10-Ninety records.
- Maintenance first-response times.
- Maintenance jobs overdue.
- Compliance items overdue or due within 30 days.
- Arrears cases active.
- Landlord statement accuracy.
- Tenant and landlord communication quality.
Essential Experience and Skills
The ideal candidate will have:
- Strong administration experience in a busy office environment.
- Lettings, property management, estate agency or housing experience.
- Experience using property management systems.
- Strong attention to detail.
- Confidence with numbers, rent records, invoices and reconciliations.
- Good written and verbal communication.
- Ability to handle difficult conversations professionally.
- Strong organisation and prioritisation skills.
- Confidence working directly with directors or senior management.
- Ability to work independently and take responsibility for outcomes.
Desirable Experience
The following would be advantageous:
- Experience using 10-Ninety.
- Experience in HMO lettings or room lettings.
- Knowledge of landlord statements and client money processes.
- Knowledge of compliance requirements including GSR, EICR, EPC, alarms and HMO-related obligations.
- Experience coordinating contractors.
- Experience dealing with arrears.
- Experience improving office systems, trackers or workflows.
Candidate Profile
This role would suit someone who is:
- Calm under pressure.
- Assertive but professional.
- Highly organised.
- Commercially aware.
- Comfortable with responsibility.
- Strong with systems and detail.
- Not afraid to chase people.
- Able to bring structure to a busy environment.
- Practical, reliable and solutions-focused.
What Good Looks Like
Within the first 90 days, the successful candidate should help Coastal Lettings achieve:
- Cleaner and more accurate 10-Ninety data.
- Better visibility on vacant rooms and tenancy progression.
- Faster move-ins after lets are agreed.
- Fewer untracked maintenance jobs.
- Clearer compliance deadline control.
- More accurate landlord and financial administration.
- Better communication with tenants and landlords.
- Less reliance on directors for day-to-day operational follow-up.
Why Join Coastal Lettings?
Coastal Lettings is a growing Barrow-based lettings and property management business with a strong focus on HMO room lettings, property management and tenant sourcing.
The business is entering a more structured growth phase and is looking for someone who can play a serious role in improving systems, service standards and operational performance.
For the right person, this is an opportunity to become a key senior member of the team and help shape the next stage of the business.
Pay: £32,000.00-£36,000.00 per year
Work Location: In person
