Portfolio Administrator

Rettie; City of Edinburgh; On-site; GBP 24,000 - 30,000; Full time

Benefits offered by this job

Career growth opportunities

Supportive team environment

Job summary

A leading lettings agency in Edinburgh is seeking a Portfolio Administrator for full-time support to the Lettings team. You will manage client inquiries, assist Portfolio Managers, and ensure compliance with company policies. This role is well-suited for candidates with strong customer service skills and proficiency in IT systems. The position promises career growth in a supportive environment, emphasizing teamwork and personal development.

Qualifications

• Full, clean driving license.
• Experienced in a customer service role.
• Confident in administrative tasks.

Responsibilities

• First point of contact for inbound calls and inbox enquiries.
• Effective management of all viewing appointments.
• Accurate financial management and collaboration with the accounts team.

Skills

Customer service experience

Administrative skills

Proficiency in Microsoft Word

Proficiency in Microsoft Excel

Proficiency in Microsoft Outlook

Job description

Portfolio Administrator

Location: Jamaica Street, Edinburgh, United Kingdom

Department: Lettings

Hours per week: 37.5 hours (Monday to Friday, 09:00-17:30)

About the Role

The aim of the Edinburgh Lettings Team is to ensure an exceptional customer experience is provided to all potential and actual customers. You will work closely with your colleagues to deliver a best‑in‑class experience and support Rettie in 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. You will also 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

• 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.
• Accurate administration of all HMO licensing issues including applications and renewals as required.
• 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.

• 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 Requirements

• Full, clean driving license.
• Proficient in the use of IT systems including MS Word, Excel & Outlook.
• Experienced in a customer service role.
• Confident in administrative tasks.

Competencies

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

What We Offer

Lettings in Focus: Career Growth, Challenges & Rewards.

About Us

When you join Rettie, you’ll discover the difference you can make. We're a growing and ambitious company, but at our foundations, we have a family feel. We care about our people; we want them to prosper and realise their potential. We are proud that our values of Teamwork, Determination, Dependability and Ambition guide our actions and behaviours towards our clients and each other, daily. Based on these values, we aspire to cultivate and grow diverse, capable teams in an environment which will help you realise your career potential.

Seniority Level

Mid‑Senior level

Employment Type

Full‑time

Job Function

Administrative