At a Glance
- Tasks: Manage lettings and sales progression, ensuring smooth transactions and supporting the team with admin tasks.
- Company: Dynamic estate agency focused on lettings, sales, and property management.
- Benefits: Competitive salary, supportive team environment, and opportunities for career growth.
- Other info: Join a fast-paced environment with excellent learning opportunities and career advancement.
- Why this job: Be the central hub of a vibrant team and make a real difference in property transactions.
- Qualifications: Experience in lettings and sales progression, strong organisational skills, and attention to detail.
Office Administrator / Admin Progressor
Reports To: Office Manager & Directors Departments: Lettings, Sales, Property Management & Finance
About the Role
We are looking for an organised and proactive Office Administrator / Admin Progressor to become the central administration hub across our Lettings, Sales and Property Management teams.
This is a varied role, and we are looking for a Progressor who can manage both Lettings and Sales progression (with the role being predominantly Lettings focused), while also assisting with Property Management administration.
You will play a key role in ensuring every transaction progresses smoothly from instruction through to completion, while supporting the wider team with essential administrative tasks.
The role requires exceptional organisation, attention to detail and communication, ensuring compliance is maintained, records remain accurate and every handover between departments is completed efficiently.
Key Responsibilities
Lettings Administration
Progress every tenancy from instruction through to move-in.
Manage utilities and council tax account openings and closures.
Register and protect tenancy deposits.
Manage end-of-tenancy deposit negotiations.
Arrange inventories, check-ins and check-outs.
Coordinate cleaning arrangements ahead of tenancy end dates.
Prepare management packs.
Cut, tag and allocate property keys.
Prepare and issue AST agreements, Terms of Business and deposit certificates.
Process tenant and guarantor references and Right to Rent checks.
Arrange Rent Guarantee Insurance where required.
Liaise with councils, block managers and service charge providers.
Maintain tenancy files and ensure documentation is stored correctly.
Assist with tenancy renewals and move-outs.
Sales Administration
Progress property sales from instruction through to completion.
Carry out Anti-Money Laundering (AML) checks.
Prepare property questionnaires.
Issue Memorandums of Sale.
Assist with chain progression and solicitor communications.
Maintain accurate records within the CRM system.
Send customer review requests following completion.
Support vendors, buyers and solicitors throughout the sales process.
- Property Management Support
- Provide administrative support to the Property Management team.
- Assist with tenancy documentation and compliance records.
- Support the coordination of maintenance and contractor communications.
- Help maintain accurate property files and records.
- Assist with general property management administration as required.
- Systems Experience (Desirable)
- Experience using some or all of the following systems would be beneficial:
- CRM software (e. g. Reapit)
- Electronic document signing platforms
- Referencing platforms
- Deposit protection schemes
- Inventory management software
- Key management systems
- Customer review platforms
- AML checking software
- Microsoft Office / Google Workspace
- Key Performance Indicators (KPIs)
Success in this role will be measured by
- Utilities and council tax updates completed within 48 hours.
- Deposits protected promptly after cleared funds.
- Deposit returns completed within agreed SLAs.
- Cleaning arranged at least 5 weeks before move-out.
- Right to Rent checks completed and recorded on renewals.
- Inventories booked within required timescales.
- Accurate and fully documented handovers between Lettings, Sales and Property Management.
- Ideal Candidate
We are looking for someone who has
- Previous experience progressing both Lettings and Sales transactions, with strong knowledge of the lettings process.
- Experience supporting Property Management administration.
- Previous administration experience within estate agency, lettings or property management.
- Excellent organisational and time management skills
Office Administrator / Admin Progressor - Sales & Lettings employer: Henley Chase
Henley Chase is an excellent employer that values its employees by offering a supportive work culture and opportunities for professional growth. With flexible office locations in Eastleigh, Portishead, Exeter, or Yeovil, employees benefit from a competitive salary, pension, and ongoing training to enhance their skills in the construction industry.
StudySmarter Expert Advice🤫
We think this is how you could land Office Administrator / Admin Progressor - Sales & Lettings
✨Get Involved in Local Property Events
Dive into local property expos and networking events! Real estate thrives on connections, so attending these events helps us meet potential employers and industry leaders, plus it's a chance to show off your enthusiasm for the field.
✨Connect with Local Agents on Social Media
Follow and engage with local real estate agents and firms on platforms like Instagram and LinkedIn. Sharing their posts and commenting with your insights can put you on their radar and might even lead to job opportunities at companies like Henley Chase.
✨Don’t Underestimate the Power of Cold Outreach
Got your eye on a specific company like Henley Chase? Don't hesitate to send a direct message or an email expressing your interest. Personalise your approach, maybe mentioning a recent listing or project of theirs, and it could set you apart from other candidates.
✨Utilise Property Management Platforms
Check out property management platforms and job boards tailored for the real estate sector. They often have exclusive listings, especially for full-time roles. Don't forget to visit Henley Chase's careers page directly; we love seeing passionate candidates applying through our website!
We think you need these skills to ace Office Administrator / Admin Progressor - Sales & Lettings
Some tips for your application 🫡
Show Your Real-Estate Savvy:When crafting your CV and cover letter, make sure to highlight any relevant experience in the real estate sector. If you've done internships, assistant roles, or even relevant coursework, lay it out clearly. We want to see your familiarity with market trends, property management, or any sales experience you've got under your belt!
Quantify Your Achievements:In real estate, numbers speak volumes! When detailing your past roles, use concrete figures to demonstrate your achievements. For example, mention how many properties you sold, the percentage increase in client satisfaction, or any successful negotiations. These metrics can give your application that extra punch it needs!
Tailor Your Documents for the Job:Every application should feel personal. When applying for the Office Administrator / Admin Progressor - Sales & Lettings role at Henley Chase, tweak your CV to focus on aspects that are important to them. If they value client relationships, emphasise your interpersonal skills. We want to see you aligning your experiences with what they're looking for!
Keep It Professional Yet Approachable:While we want you to show off your expertise, don't forget to let your personality shine through in your cover letter. A touch of friendliness can set you apart, especially in real estate where client interaction is key. Show that you're ready not just to work with the property but also with people!
How to prepare for a job interview at Henley Chase
✨Know Your Market Trends
In real estate, it’s all about staying ahead of the curve. Make sure we brush up on the latest market trends in the area where Henley Chase operates. Being able to discuss local property values, demand, and upcoming developments will show that we’re not just interested in the job, but genuinely invested in the industry.
✨Prepare for Scenario Questions
Expect some scenario-based questions during the interview. We might get asked how we’d handle different client situations or property evaluations. Preparing our responses for common real estate scenarios not only demonstrates our problem-solving skills but also shows that we can think on our feet in a client-facing role.
✨Showcase Your Connections
In full-time real estate, networking is key! Let’s think about our connections in the industry and what we can bring to Henley Chase. Whether it’s insights on prospective clients or relationships with local contractors, talking about these experiences can set us apart from other candidates.
✨Demonstrate Technical Savvy
Familiarity with different real estate software tools is a big plus. We should be ready to discuss any platforms we've used, whether it's for property management, CRM, or data analysis. Being comfortable with technology not only makes us more efficient, but also shows that we’re adaptable to the tools used at Henley Chase.
