Portfolio Administrator

TN United Kingdom; City of Edinburgh; On-site; GBP 25,000 - 35,000; Full time

Job summary

An established industry player is seeking a Portfolio Administrator to enhance client experiences within its dynamic Lettings Team. This role is pivotal in supporting Portfolio Managers with administrative tasks, ensuring smooth operations, and fostering strong client relationships. The ideal candidate will thrive in a collaborative environment, contributing to the team's success while adhering to high operational standards. If you are passionate about delivering exceptional customer service and are eager to grow within a supportive company that values teamwork and personal development, this opportunity is perfect for you.

Qualifications

• Full, clean driving license required.
• Experience in a customer service role is essential.

Responsibilities

• Support Portfolio Managers in lettings and management processes.
• Handle inquiries, manage appointments, and conduct tenancy referencing.

Skills

Customer Service Experience

Administrative Skills

IT Proficiency (MS Word, Excel, Outlook)

Problem Solving

Job description

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Location: Jamaica Street, Edinburgh
Department: Lettings
Hours per week: 37.5 hours, Monday to Friday, 09:00-17:30

About the role

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 delivers a best-in-class experience and support Rettie in achieving a market-leading position.

As a Portfolio Administrator, you will provide administrative support to a team of two Portfolio Managers, helping improve the performance of their assets by delivering an exceptional client experience. You will also carry out general administrative tasks as directed by the Associate Director of Lettings to support the department effectively.

You will collaborate with colleagues and support Portfolio Managers in building strong client relationships, ensuring we deliver an exceptional customer experience.

Key responsibilities

Managing Administration – Supporting the Portfolio Managers in all aspects of the lettings and management process across their portfolio.

• Serve as the first point of contact for inbound calls and inquiries.
• Manage all viewing and overflow appointments effectively.
• Handle keys and authorize access diligently.
• Conduct detailed tenancy referencing and due diligence.
• Prepare and serve all initial tenancy documentation accurately.
• Administer safety testing diligently.
• Manage finances accurately and collaborate with the accounts team for deposit and rental collections.
• Process contractor invoices efficiently, ensuring prompt payment.
• Administer all HMO licensing issues, including applications and renewals.
• Prepare check-in and check-out reports.
• Manage utility notifications and process void period costs accurately, collaborating with the accounts team for prompt payments.

Key details

Location: Jamaica Street, Edinburgh
Department: Lettings
Hours per week: 37.5 hours, Monday to Friday, 09:00-17:30

Additional responsibilities

Maintaining Company and Operational Standards – Ensuring standards are met and adopting a continuous learning approach.

• Follow and comply with all company policies and procedures.
• Take responsibility for personal development and learning.
• Support and reinforce the values of the Rettie brand through professional behaviour.
• Attend all required compliance and training sessions.

Key requirements

• Full, clean driving license
• Proficiency in IT systems including MS Word, Excel, & Outlook
• Experience in a customer service role
• Confidence in handling administrative tasks

Competencies

• Customer Focus
• Communication
• Collaboration
• Problem Solving & Innovation
• Planning & Organising
• Positive Mindset

About us

Joining Rettie means making a difference. We are a growing, ambitious company with a family-like environment. We care about our people and aim to help them prosper and reach their potential. Our values—Teamwork, Determination, Dependability, and Ambition—guide our daily actions and behaviours. We strive to build diverse, capable teams in an environment that fosters career growth.