Property Administrator

At Bidwells, we are driven by our mission to provide the UK’s most sustainable and innovative property advice. For over 185 years, we have been at the forefront of real estate. Bidwells has delivered managing agent services for this client for over 20 years, undertaking the full range of day‑to‑day responsibilities typically associated with estate management. Building on this long‑standing and successful relationship, Bidwells has recently secured a further instruction to manage a portfolio of rural estates. This remit covers more than 87,000 acres across four estates located across Scotland.

What you’ll be doing:

• This role will support Bidwells’ Rural Estate Management team in the delivery of managing agent services to a specific client across their rural estate, including handling tenant enquiries, obtaining estimates from and instructing contractors, ensuring contractor compliance with health and safety, issuing agreements, leases and variations, liaising with colleagues working on the same instruction and our Community Site Representatives on property related matters.
• Working as part of a wider administrative team, you will proactively support the delivery of services to the client.
• Dealing with day‑to‑day let property matters, including correspondence, telephone calls etc. with tenants, contractors and other parties.
• Develop positive and constructive relationships with tenants and stakeholders and promote a positive image of the client.
• Processing applications for new tenancies.
• Management of existing tenancies including repairs and maintenance.

General Administration:

• Providing general administrative support to our Rural Management Team.
• Attending internal and client meetings.
• Answering general enquiries relating to the rural estate.
• Promptly acknowledging and responding to tenant and client phone calls, emails and other forms of correspondence.
• Maintaining casework and property databases.
• Working as part of a team to ensure systems are updated and Key Performance targets are met.
• Issuing instructions to the clients solicitors.
• Assisting colleagues to collate information and respond to Freedom of Information Requests.

Rent Accounting & Management:

• Assisting our Accounts Manager maintain the clients rural rent accounting and management system, which may include preparing data entry forms, checking data has been entered correctly, to direct data entry.
• Assist the preparation of annual budgets and periodic re‑forecasts.

Lease Events:

• Advising relevant colleagues of upcoming rent reviews and lease expiry events, issuing notices and following up as required.
• Completing necessary audit and other paperwork.

About You:

• Excellent administrative and organisational skills.
• Personable with strong verbal and written communication skills.
• Flexible and ‘can do’ attitude.
• Team player with a willingness to learn, a positive outlook and a good sense of humour.
• Intermediate computer skills, particularly Word and Excel and good numeracy.
• Self‑motivated and can rise to a challenge.
• Proactive in initiating and following through on tasks that are required.
• Ability to remain calm under pressure and meet deadlines.
• Keen attention to detail.
• Full driving licence.
• Experience within property management is highly desirable, but not essential.

Why Bidwells?

• We’re a different kind of business. Whilst we’re a major player in the property sector, Bidwells remains a privately‑owned, independent Partnership, with an inclusive, entrepreneurial culture.
• We give our people autonomy and take the time to listen.
• As a certified B Corporation (B‑Corp), we are dedicated to using our business as a force for good, driving innovation and creating long‑term value for our clients, communities and the environment.
• Competitive Salary: We recognise and reward talent with generous salary and group bonus scheme. As a Real Living Wage employer, we’re committed to fair pay that reflects the true cost of living.
• Comprehensive Benefits: Including up to 8% matched pension, 28 days holiday (+ bank holidays) as a minimum, along with your birthday off work, a wellness day, paid sabbaticals, private medical cover, medicash plan, lifestyle discounts and perks, and more.
• Professional Development: Continuous learning, study support and promotion opportunities.
• Innovative Culture: Be part of a forward‑thinking team at the forefront of industry trends.
• Family Friendly: We offer enhanced family leave policies to support individuals close to you.
• Work-Life Balance: We value your well‑being and offer agile working to support it.

Bidwells is dedicated to fostering a truly inclusive culture of belonging, where everyone can thrive and succeed as their true and authentic selves at every level. We are committed to equal employment opportunity and positively encourage applications from all suitably qualified and eligible candidates regardless of race, sex, gender, gender identity or expression, disability, age, sexual orientation, transgender status, religion or belief. Flexible working requests are considered from day one.

Recruitment agencies: Bidwells only pay agency fees where we have a signed agreement in place and that agency has been contacted and directed by a member of our Talent Acquisition Team to work on a specific vacancy. We do not pay agency fees when speculative and unsolicited CVs are submitted to Bidwells or any of our employees other than via our Applicant Tracking System and through our recruitment process. If this is not adhered to, agency fees will not be paid. Submission of any unsolicited CVs or proposals to Bidwells will be deemed evidence of full and unlimited acceptance of this approach.