Property Administrator

2 weeks ago

Edinburgh, United Kingdom Rettie and Co. Full time

**KEY DETAILS**:
**Location**: Edinburgh
**Department**: Lettings
**Reports to**: Associate Director
**Hours per week**: 37.5 hours
**Hours of work**: Monday to Friday (9:00 - 17:30)

**Purpose of the role**:
Due to the continued growth of our lettings portfolio, we are delighted to be recruiting another Property Administrator to support the Letting and Management team. Our Letting and Management department manages over 1200 properties on behalf of our landlord clients in Edinburgh, Glasgow, the Borders and across central Scotland, including Fife and Perthshire. Our dedicated team of over 30 are trained and experienced in all aspects of property rentals and we are one of the few RICS-accredited letting agencies in Scotland.

The aim of the Edinburgh Letting’s Team is to ensure an exceptional customer experience is provided to all our potential and actual customers. You will work closely with your colleagues to ensure the team deliver a best-in class experience and by doing so, you will also support Rettie achieving a market leading position.

In your role as a Portfolio Administrator, you will provide administrative support to a team of two Portfolio Managers and assist them in improving the performance of their assets under management by delivering an exceptional client experience. In addition, you will carry out general administrative tasks as directed by the Associate Director of Lettings to provide the best possible support service to the department.

You will work collaboratively with your colleagues and support the Portfolio Managers in building strong relationships with their clients by ensuring that we deliver an exceptional customer experience.

**Key responsibilities**:
You will be responsible for the following:
**Managing Administration** - **Supporting the Portfolio Managers in the administration of all aspects of the lettings and management process across their portfolio.
- First point of contact for inbound calls and inbox enquiries.
- Effective management of all viewing appointments and overflow appointments.
- Diligent management of keys and the authorisation of access
- Detailed tenancy referencing and due diligence.
- Accurate preparation and service of all initial tenancy documentation.
- Diligent administration of all safety testing.
- Accurate financial management and efficient collaboration with the accounts team including the collection of deposit and rental payments.
- Efficient and diligent processing of contractor invoices, collaborating with the accounts team to ensure prompt payment.
- Check in and Check out reports
- Efficient administration of utility notifications and the accurate processing of void period costs, collaborating with the accounts team to ensure prompt payment.

**Maintaining Company and Operational Standards**
**- **to ensure standards are met and a continuous learning approach is adopted
**.**
- Follow and comply with all company policies and procedures.
- Take responsibility for and adopt a proactive approach to learning and personal development
- Ensure professional behaviour supports and reinforces the values of the Rettie brand.
- Attend all compliance and other company training as required.

**Key competencies**:

- Driving Licence
- Proficient in the use of IT systems including MS Word, Excel & Outlook
- Experience in a customer service role
- Confident in administrative tasks

**Behavioural competencies**:

- Customer focused
- Self motivated
- Multi-tasking
- Effective under pressure
- Team work
- Effective communicator

**About us**:
When you join Rettie & Co. you’ll discover the difference you can make. We are a growing and ambitious company, but at our foundations we have a family feel. We care about our people and we want them to prosper. And what’s more, we’re not like other agents. There are lots of roles and services that you might not know we offer, from our research team through to our build to rent team, there’s a lot more about us than just selling and letting properties.

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