Lettings Administrator

urbanbubble Ltd; Manchester; On-site; GBP 21,000 - 27,000; Full time

Job summary

urbanbubble Ltd is partnering with Starlight to manage a growing Build to Rent portfolio and is recruiting a Lettings Administrator to support the resident journey from enquiry to move-in and beyond.

You'll work with General Managers and Resident Services to deliver a seamless lettings process, manage applications and references, draft tenancy documents, and maintain accurate records with GDPR compliance and customer excellence.

Qualifications

• Experience in customer-facing or administration roles.
• Excellent attention to detail and organisational skills.
• Strong written and verbal communication abilities.
• Ability to manage multiple priorities and meet deadlines.
• Understanding of GDPR and compliance basics.

Responsibilities

• Manage lettings enquiries through phone, email and internal systems.
• Be the key contact for prospective residents during the application process.
• Deliver a professional, welcoming experience at every stage of the resident journey.
• Provide accurate information and guidance to prospective residents.
• Support resident retention initiatives, including tenancy renewals.
• Draft tenancy agreements and supporting documentation.
• Coordinate move-ins and maintain accurate records across systems.
• Ensure GDPR compliance and complete checks before progressing applications.

Skills

Customer service

Administration

Organisational skills

Communication skills

GDPR compliance

Teamwork

Proactive approach

Tools

CRM systems

Property management systems

Job description

We've partnered with Starlight to operate a growing portfolio of exceptional Build to Rent communities, and we're now looking for a Lettings Administrator to help create a seamless experience for every prospective resident.

This role will be employed by Starlight, with urbanbubble responsible for the day-to-day management of the lettings operation and resident experience. You'll work closely with both teams, combining urbanbubble's customer-first approach with the opportunity to support the growth of an exciting and expanding portfolio.

If you're highly organised, customer-focused and enjoy creating great experiences behind the scenes, this could be the perfect role for you.

What you'll be doing

As Lettings Administrator, you'll play a vital role in supporting the full resident journey, from initial enquiry through to move-in and beyond. You'll work closely with our General Managers, Resident Services teams and prospective residents to ensure every stage of the lettings process runs smoothly. From managing applications and referencing to preparing tenancy documentation and coordinating move‑ins, you'll be the person who keeps everything on track.

Lettings & Customer Experience

• Manage lettings enquiries through phone, email and internal systems
• Act as a key point of contact for prospective residents throughout the application process
• Deliver a professional, responsive and welcoming experience at every stage of the resident journey
• Provide accurate information and guidance to prospective residents
• Support resident retention initiatives, including tenancy renewals
• Request and monitor customer feedback to continuously improve the resident experience

Administration & move-in coordination

• Manage new tenancy applications from enquiry through to move-in
• Coordinate the referencing process to ensure applications progress efficiently
• Draft tenancy agreements and supporting documentation
• Arrange pre-let checks, sparkle cleans and inventories prior to move-in
• Ensure all required documentation, checks and payments have been completed before residents move into their homes
• Liaise with operational teams to ensure a smooth handover for all new residents
• Maintain accurate records across all systems and databases

Compliance and Process Management

• Ensure all GDPR requirements and internal processes are followed at all times
• Verify that all necessary documentation and compliance checks have been completed before progressing applications
• Support tenancy renewal processes in line with business objectives and market conditions
• Assist with the issuing of statutory tenancy notices where required
• Ensure information is accurately entered and maintained within relevant management systems
• Contribute to the continuous improvement of lettings processes and procedures

Excellent written and verbal communication skills

• Previous experience in a customer-facing or administration role
• Strong customer service skills with a genuine passion for helping people
• Excellent attention to detail and organisational skills
• Ability to manage multiple priorities and work to deadlines
• Strong telephone manner and confidence communicating with a wide range of people
• A proactive and positive approach to work
• Ability to work both independently and collaboratively as part of a team
• Comfort using systems and technology to manage workloads effectively
• An interest in the property, residential or Build to Rent sector

Desirable

• Previous experience in lettings, property, Build to Rent, estate agency, student accommodation or hospitality
• Knowledge of lettings legislation and tenancy administration
• Experience using CRM or property management systems
• Understanding of GDPR and compliance processes

If you're excited about delivering great service, building relationships and helping people feel at home, we'd love to hear from you.

At urbanbubble, we believe cities should be vibrant, fun, and full of life. We're all about creating welcoming communities where people feel truly at home.