Experienced Property Administrator / Residential Letting-Property Management in Edinburgh

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. 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.

You'll be naturally organised, comfortable juggling competing priorities and someone who gets satisfaction from making sure things are done properly. 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. The successful applicant will be a natural problem solver, a fantastic communicator – both verbally on the phone, in person and via emails, general correspondence. You must have an excellent eye for detail and a high level of patience and understanding – a genuine ‘calm personality’ is a huge plus.

The role itself is extremely varied therefore our Client is keen to attract someone who has experience within a busy Letting Agency. Our Clients’ Values are simple: ‘We care deeply, We love the boring stuff, We solve problems creatively, We prioritise communication’. If those sound like things you can get behind, you'll definitely feel at home with this Company.

The role

Working closely with the Operations Lead and Directors, you'll take responsibility for a wide range of day-to-day property and tenancy administration. 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
• Making sure the right keys are ready for collection

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. 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.

What you'll be doing

Your responsibilities will include:

• 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

About you

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.

What you'll need

• A minimum of 2 years' experience working within residential property, ideally within letting, property management or a similar role
• Strong administrative 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

It would be particularly useful if you have

• 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