Proactive Personnel are currently searching for a Lettings Administrator for our client based in North and West London. Our client is a rapidly growing company working in the build to rent sector with a rapid expansion plan. This is a full time permanent position for someone who is looking to continue and grow their career in the property lettings industry.

ABOUT THIS ROLE

We are looking for a Senior Lettings Administrator to provide administrative services and team support to ensure the smooth running of the lettings function. You will liaise with tenants, ensuring tenancy paperwork and administration are processed promptly and accurately, maintaining compliance with relevant legislation. The successful candidate will manage records and databases efficiently, working closely with the Property Services team to deliver a warm, professional, and friendly service to all tenants. You may be required to carry out other duties to assist the team.

WHAT YOU WILL DO

You’ll strive for excellence in lettings administration, contributing to a positive customer experience for tenants and visitors, while building strong relationships with staff and residents. Your responsibilities will include:
· Familiarising yourself with building layouts and apartment types
· Responding promptly and professionally to tenancy enquiries before and after move-in (e.g., break-clauses, parking, pets, permitted occupiers) and liaising with property management as needed
· Working with third parties such as reference agencies and deposit schemes, explaining processes and options to tenants
· Preparing Tenancy Agreements and Flatfair contracts
· Creating contract addendums for permitted occupiers where required
· Coordinating with Property Manager and Lettings Negotiator on tenancy turnaround dates and arranging move-in schedules
· Booking inventories and taking meter readings
· Charging move-in monies and setting up recurring payments
· Chasing outstanding references and uploading reports to portals
· Ensuring guarantors or upfront payments are in place, entering passport information, and allocating the correct deposit option
· Preparing move-in packs and keys for Property Manager for check-in
· Ensuring all documents are signed, monies received, Flatfair completed, direct debit set up, and Right to Rent checks uploaded to portals
· Verifying data on relevant portals
· Registering deposit certificates and uploading to portals and sending to tenants
· Daily banking updates, monitoring, and reviewing income collection
· Organising rental payment reminders for tenants
· Ensuring direct debits are in place and tenants pay rent on time, liaising with tenants to collect outstanding income
· Initiating welfare checks with Property Manager for concerning rent arrears
· Processing renewals and tenancy extensions, ensuring paperwork is signed, charges set up, and deposit extended
· Verifying data on relevant portals
· Acknowledging and processing notice periods
· Creating Deeds of Surrender when required
· Responding to end-of-tenancy reference requests
· Archiving terminated tenancies and shredding personal details to comply with data protection legislation
· Booking parking spaces, managing pet permissions and cancellations, and entering recurring charges on portals
· Assisting with walk-in queries and viewings, and supporting the property team during busy periods, sickness, and holiday
· Working patiently, positively, and proactively to minimise complaints
· Providing regular updates to the Director as required
Ideally you will have:
· A GCSE Qualification in English and Maths
· Clear and comprehensive written skills and good numeracy skills
· Experience in a fast-paced, customer-facing role, with success in attracting, retaining, and growing new customer relationships
· A track record of consistently meeting and exceeding targets (individual and team)
· Proficiency in Office software for emails and data entry, ideally database software/deposit schemes, and quick to learn in-house systems and procedures
· An understanding of excellence in customer service
· Commercial awareness and an understanding of the principles of negotiation
· Efficient diary management skills
· Meticulous attention to detail in written communication and record keeping
· The ability to listen and communicate clearly and confidently with colleagues, visitors, and tenants
· Good organisation skills to ensure all tasks are completed and records kept correctly
· The ability to use your own initiative to identify and prioritise tasks (know what is urgent vs important)
· Experience of working quickly and efficiently, multi-tasking, and working to deadlines
· Proven ability to handle challenging situations calmly and respectfully while remaining focused under pressure
· Real Page training will be provided. If things work out, there is an opportunity to advance and become a super user.