Portfolio lettings administrator

Cluttons LLP; London; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

Cluttons LLP seeks a Portfolio Lettings Administrator to provide vital support in managing a large portfolio of tenancies. The role involves liaising with landlords and tenants, ensuring excellent customer service, and performing a range of administrative duties to facilitate smooth operations. A hybrid working arrangement is available, ensuring flexibility while enhancing your career in property management.

Benefits

25 days holiday, increasing to 30 with service

Enhanced auto-enrolment pension scheme

Life assurance

Interest-free season ticket loans

Cycle to work scheme

Health and wellbeing vouchers

Employee Assistance Programme

Remote GP access

Discount platform for retailers and services

Flexible benefits including additional holiday days

Qualifications

• Experience in property management or administrative roles.
• Ability to prioritise workload and handle pressure.
• Flexibility to meet varying demands of the role.

Responsibilities

• Provide administrative support to Property Managers.
• Draw up tenancy agreements and maintain records.
• Conduct referencing and right-to-rent checks.

Skills

Interpersonal Skills

Effective Communication

Customer Service

Team Ethic

Proficiency in MS Office

Education

Property Management Experience

Job description

Provide administrative support to the Property Managers in the portfolio team across circa 300 tenancies. The Portfolio Lettings Administrator involves providing a wide range of support functions for the team, including liaising with the team to progress tenancies, dealing with renewals, speaking to landlords and tenants, as well as dealing with third parties.

Requirements

• Draw up tenancy agreements, contracts, and relevant Lettings Administration
• Maintain the computerised property records system
• Build relationships with landlords and tenants
• Raise invoices as required
• Be a first approver for service partner invoices and disputing/investigating these where required
• Provide general administrative support to managers and team
• Book EPCs, EICRs, check-in inventories, gas safety checks, and cleans as necessary
• Complete ‘right to rent’ checks
• Carry out referencing checks on tenants
• Prepare section 21, 8, 48 notices with prescribed information for review by property manager as needed
• Deliver excellent customer service and communication
• Build trusted relationships with colleagues, clients, tenants, and service partners
• Seek opportunities to increase revenue for the department and spot cross-selling opportunities that benefit the company

Additional Requirements

• Property management experience in a similar role
• Excellent interpersonal skills and effective communication
• Ability to prioritise workload and work effectively under pressure
• Ability to handle difficult situations professionally
• Proficiency in MS Office (Outlook, Word, Excel)
• Strong team ethic and ability to work independently or collaboratively
• Flexibility to respond to varying demands of the role
• Hybrid working arrangement

Benefits

• Holidays: 25 days, increasing to 30 with service
• Enhanced auto-enrolment pension scheme
• Life assurance
• Interest-free season ticket loans
• Cycle to work scheme
• Health and wellbeing vouchers
• Employee Assistance Programme
• Remote GP access
• Discount platform for retailers and services
• Family and wellbeing policies including maternity, menopause, neurodiversity, and sick pay

Flexible Benefits

• Up to 5 additional holiday days
• Discounted gym membership
• Discounted private medical and critical illness insurance

We value diversity and are committed to creating an inclusive workplace. We welcome applicants from all backgrounds and encourage you to apply even if you don’t meet every requirement. We will support your development to succeed in this role.