Portfolio Administrator

Rettie; Sheffield; On-site; GBP 22,000 - 28,000; Full time

Job summary

A growing real estate company is seeking a Portfolio Administrator in Sheffield to provide vital administrative support to the Lettings Team. This role involves managing inquiries, handling tenancy documentation, and ensuring excellent customer service. Candidates should have at least 1 year of administrative experience, a full UK driving licence, and proficiency in MS Office systems. The ideal candidate will enjoy working in a close-knit team and contribute to fostering strong client relationships. This position offers 37.5 hours per week from Monday to Friday.

Qualifications

• 1 year of administrative experience is ideal, experience in the Lettings industry is a bonus.
• Full UK driving licence required.
• Excellent people skills and a friendly demeanor.

Responsibilities

• Serve as the first point of contact for inbound calls and inquiries.
• Manage viewing and overflow appointments effectively.
• Ensure accurate preparation of tenancy documentation.
• Maintain diligent administration of safety testing and HMO licensing.

Skills

Customer service

Administrative tasks

Problem solving

Collaboration

Tools

MS Word

MS Excel

MS Outlook

Job description

Key Details

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 Lettings 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.

About You

Ideally, we are looking for 1 year of administrative experience, experience in the Lettings industry is a bonus. You will hold a full UK driving licence.

We would love to hear from you if you have excellent people skills, enjoy problem solving and working within a close‑knit, friendly team.

Key Responsibilities

Managing Administration

• 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.

Maintaining Company and Operational Standards

• 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 licence.
• 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

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.