Job Description
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Experienced Property Administrator / Residential Letting-Property Management
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Edinburgh / Salary Guide: £28,000
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A fantastic chance to be part of this small, independent Property Management Agency who pride themselves on providing a personal, professional service to all of their Landlords and Tenants.
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This isn't an entry level property position. We're looking for someone who already understands the day-to-day realities of residential property and can use that experience to become a dependable part of the team.
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You'll be naturally organised, comfortable juggling competing priorities and someone who gets satisfaction from making sure things are done properly.
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Our Client is keen to secure an experienced Property Administrator who thrives on taking ownership of much of the ‘day to day’, vital admin that keeps this well-established property operation moving….
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The successful applicant will be a natural problem solver, a fantastic communicator – both verbally on the phone, in person and via emails, general correspondence.
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You must have an excellent eye for detail and a high level of patience and understanding – a genuine ‘calm personality’ is a huge plus.
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The role itself is extremely varied therefore our Client is keen to attract someone who has experience within a busy Letting Agency.
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Our Clients’ Values are simple:
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‘We care deeply
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We love the boring stuff
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We solve problems creatively
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We prioritise communication’
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If those sound like things you can get behind, you'll definitely feel at home with this Company.
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The role
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Working closely with the Operations Lead and Directors, you'll take responsibility for a wide range of day-to-day property and tenancy administration.
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On any given day, you might be progressing a tenant application, preparing a lease, arranging an inventory, coordinating a repair, processing an invoice, responding to a landlord, carrying out a viewing or making sure the right keys are ready for collection.
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We're looking for someone who genuinely enjoys administration, takes pride in getting things right and notices when something hasn't been completed – and then takes ownership of getting it sorted.
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You'll have support when you need it, but we don't want someone who needs to be given a task list every morning. You'll need to be comfortable prioritising your own workload, making sensible day-to-day decisions and following things through to completion.
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What you'll be doing
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Your responsibilities will include:
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- Managing incoming telephone calls and shared email inboxes, ensuring enquiries are responded to or directed appropriately
- Handling day-to-day enquiries from tenants, landlords and contractors in a friendly and professional manner
- Managing tenant applications from initial enquiry through referencing and progression to an agreed tenancy
- Preparing tenancy agreements and associated documentation, ensuring leases are issued, signed and ready ahead of move-in
- Coordinating inventories and ensuring these are arranged and completed in time for new tenancies
- Coordinating the administrative side of tenant move-ins and move-outs
- Managing tenancy deposits and associated administration
- Coordinating property maintenance through Fixflo, instructing contractors and keeping tenants and landlords updated
- Instructing routine maintenance works up to an authorised value of £200 and escalating higher-value or more complex matters where required
- Processing contractor invoices
- Supporting rent processing and other routine financial administration
- Maintaining accurate property, landlord and tenant records across our systems
- Monitoring outstanding actions proactively, following matters through to completion
- Arranging and carrying out property viewings when required, using your own vehicle to travel to properties (mileage will be covered & cost of viewing related parking will be covered)
- Managing office keys, including signing keys in and out and coordinating collections and handovers
- Dealing with visitors and walk-in enquiries at the office
- Providing occasional cover for other areas of the operation during periods of annual leave
- Supporting the wider team with general office and property administration as required
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About you
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You'll be naturally organised, comfortable juggling competing priorities and someone who gets satisfaction from making sure things are done properly. You also thrive as part of a very small dedicated team.
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What you'll need
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- A minimum of 2 years' experience working within residential property, ideally within letting, property management or a similar role
- Strong adminstrative and organisational skills
- Experience dealing with tenants, landlords, contractors and other customers
- Excellent attention to detail and accurate record keeping
- Confidence communicating professionally and warmly by telephone, email and in person
- Experience using property management, CRM or similar systems
- The ability to prioritise your own workload and work independently
- A proactive approach – if something needs doing, you'll take ownership and follow it through
- Good judgement and the confidence to make routine decisions without constant supervision
- The ability to remain organised when priorities change or several things need attention at once
- A full UK driving licence and access to your own car, which you'll need to use to attend property viewings when required
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It would be particularly useful if you have
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- Experience using SME Professional
- Experience using Fixflo
- Experience managing tenant applications and referencing
- Experience preparing residential tenancy agreements and coordinating move-ins
- Experience coordinating property maintenance
- Experience with deposit administration, rent processing and contractor invoices
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