About Whites
Whites is an independent, family-owned estate agency and Salisbury’s trusted specialists since 1957. With nearly 70 years of heritage, we pride ourselves on combining traditional values with a modern, forward-thinking approach to sales and lettings.
We are fully Regulated by RICS and manage a substantial portfolio of nearly 700 homes across Salisbury and our beautiful surrounding valleys. Everything is handled in-house by our friendly, supportive, and experienced team. We pride ourselves on being a safe pair of hands for our clients and a warm, collaborative place to work. Want to see who you will be working with? Meet our friendly, in-house team at hwwhite.co.uk/about-us.
About the role
We are looking for a highly organised, proactive, and bright Lettings Administrator and PA to join our busy front office. This is a brilliant, varied role where you will look after our day-to-day lettings administration while providing dedicated PA support to our Managing Director and Lettings Director.
This is a fast-paced position where no two days are the same. You will be doing everything from handling vital legal paperwork to chatting with clients. It is the perfect opportunity for someone energetic, adaptable, and keen to learn the industry inside out while supporting a great local team.
Key responsibilities
- Director support and PA duties: act as a dedicated PA to Marcus (Managing Director) and Sophie (Lettings Director), managing appointments, contacting clients, and assisting with block management tasks.
- Inbox and phone management: take ownership of the main lettings inbox, answering incoming calls, managing daily voicemails, and handling enquiries from landlords, tenants, and contractors promptly and with a warm, professional manner.
- Tenancy and compliance documentation: manage and maintain accurate records of lettings transactions, and prepare essential paperwork including Assured Periodic Tenancies, Section 13 and Section 8 notices, and holding deposit documents. Ensure all compliance certificates are accurately sent alongside notices.
- Onboarding and referencing: support the onboarding process for new tenants, including coordinating reference checks and documentation verification.
- Safety and compliance coordination: arrange landlord gas safety certificates (LLGS), process contractor invoices, and coordinate fire alarm servicing by contacting tenants every six months to ensure access to all flats.
- System and portfolio management: keep our CRM system (Alto) updated, add new homes to the system, log keys, and obtain land registry title deeds.
- Office and marketing administration: run the front office smoothly by managing stationery orders, handling general filing and data entry, franking and dropping the post, updating window cards, replacing brochures, and assisting with marketing assets.
About you
To do well in this role, you need to be someone who thrives in a busy, chatty environment and genuinely loves bringing order to a fast-moving day. You will be working closely with a highly passionate and energetic leadership team, so a calm head under pressure and a flexible attitude are absolutely essential.
You will be the perfect fit if you have:
- Outstanding organisational skills: you can balance multiple tasks at once and have the ability to prioritise effectively, pivoting immediately to urgent requests without getting flustered.
- Exceptional communication skills: you have a confident, empathetic, and professional telephone manner, with the ability to build great relationships with contractors, landlords, and tenants alike. While English fluency is essential, multilingual skills are a distinct advantage to engage with our diverse client base.
- A proactive mindset: you are excellent at anticipating the needs of busy directors, learning their specific preferences, and keeping them organised.
- Superb attention to detail: you take pride in absolute accuracy and working independently, whether you are filling out legally binding tenancy forms or updating database records.
- Strong IT literacy: proficiency in Microsoft Office applications (Word, Excel, and Outlook) and a general confidence in picking up new database systems (experience with Alto is beneficial, though we will happily provide full training).
What we offer
- A competitive salary based on experience.
- A welcoming, supportive, and collaborative workspace with a friendly, mixed-age team in the heart of Salisbury.
- Generous annual leave package of 25 days holiday plus bank holidays and sick pay.
- An optional unpaid leave scheme of up to 12 days per year, providing excellent flexibility for personal commitments.
- A fantastic social calendar including our annual Christmas and summer team outings.
- Full enrolment into the company pension scheme.
- A standard Monday to Friday schedule between 8:30am and 5:30pm, with a one-hour lunch break.
- Ongoing support for professional development and industry training within a prestigious, RICS-regulated firm.
How to apply
If you are a highly organised professional who wants to be the vital anchor for a thriving local business, we would love to hear from you. Please either apply directly through this platform or submit your CV to Jo at [email protected] along with a short cover letter outlining why you are the perfect fit for Whites.
Application deadline: 23:59 on Sunday 12th July.
Pay: From £26,500.00 per year
Benefits:
- Additional leave
- Company events
- Company pension
- Sick pay
Application question(s):
- We use Windows systems and various digital tools. Please briefly describe your confidence level in using computers and your willingness to pick up new software packages.
- Please write a two-sentence reply to a landlord who has emailed us asking for an update on a home gas safety certificate.
- You will be the front office voice for our inbound telephone calls. How do you ensure you maintain a warm, calm, and professional phone manner when handling multiple callers at once?
- This role includes PA duties for our directors. Can you give a brief example of a time you had to pause a task to handle an immediate, urgent request from a manager?
- This role is fully office-based at Castle Chambers. Do you have a reliable, practical routine to ensure you can commute to our Salisbury office for an 8:30am start?
Work Location: In person
