Property Administrator

X1 Lettings; Lancashire; On-site; GBP 22,000 - 28,000; Full time

Benefits offered by this job

On-site gym

25 days annual leave + holidays

Social events and awards ceremonies

Job summary

X1 Lettings in Manchester is seeking an experienced Property Administrator to lead administration for the lettings department. You will manage stock, deliveries, post, and key control while supporting contractors and the team in a fast-paced environment.

The role offers a permanent contract with favourable hours (9:30–17:00 Mon-Thu, 9:30–16:30 Fri) and a focus on accurate record-keeping, timely responses, and proactive problem-solving within a growing agency.

Qualifications

• Experience in administration within property/lettings is preferred.
• Ability to manage multiple tasks and priorities in a busy environment.
• Strong organisational and communication skills.

Responsibilities

• Oversee property administration for the lettings team, including stock orders and delivery processing.
• Prepare keys for contractors and track sign-in/out using street.
• Monitor purchase orders and respond to queries within 24 hours.

Skills

Organising

Communication

Attention to detail

Job description

X1 Sales and Lettings - Manchester - Property Administrator

X1 Sales and Lettings are looking for an articulate, experienced and accomplished Property Administrator in our vibrant and friendly Manchester branch.

X1 Sales and Lettings are proud to have a workforce consisting of the best talent in the industry, we are a rapidly expanding Sales, Lettings and Property Management business which has gone from strength to strength over the last 14 years with offices in Liverpool, Leeds, Manchester and Kent. We have an expert qualified team base of over one hundred and forty team members and a managed portfolio of over 4500 properties across the Northwest and Kent. As well as supporting and coaching you in this incredible senior role, we will also sponsor your ARLA qualifications (or consider sponsorship of any other qualifications you feel will help you achieve your best).

The working environment is completely unique to the property sector and you will experience a different way of working in a busy, friendly and fast paced environment which we believe enables us to give our clients the greatest service available in the market. Our company has rapid plans for expansion over the next 5 - 10 years and so this role is not only a fantastic opportunity in itself - but leaves open doors for future progression with opportunity for candidates to grow their portfolio size and develop their CV beyond what is often possible at other agencies.

Our Values

We pride ourselves on developing and rewarding our team and making sure everyone plays a part in the continuing success of our company. We operate by the values of Teamwork, Accountability, Quality, Fun, Compliance and Flexibility.

Awards and Accolades

We're passionate about what we do, and we're honored by the recognition we've received along the way. As a leading agency, we're committed to upholding the highest standards in the property sector, with our achievements reflecting our dedication and expertise. As we continue to grow, we remain focused on delivering excellence and recruiting top talent to join our journey.

In 2024, X1 received prestigious recognition at the UK Property Awards, being named both the Best Lettings Agency for the fourth consecutive year and Best Estate Agency in Manchester. In 2023, The Negotiator Awards, a renowned name in the industry, awarded X1 Sales & Lettings the Gold status for Regional Agency of the Year in the North West.

Role (below list is not exhaustive)

• You are ultimately responsible for the administration of the property management department, this includes but is not limited to: Ordering of stock, processing of deliveries, auditing of parcel room to ensure works are booked, opening post and allocating to relevant team.
• You are responsible for preparing keys for contractors and ensuring they are sign in and out using street.

Responsibilities

• Monitor purchase orders inbox and ensure all queries are responded to within 24 hours
• Take ownership of the purchase orders spreadsheet, ensuring all orders are placed within 48 hours and payments made promptly.
• Carry out weekly audits of the parcel room, ensuring that the team are notified of items that remain so works can be booked in
• Carry out monthly van stock checks, including stock held within the office and order missing items
• Ensure all deliveries are correctly labelled, stored and relevant team members are notified, on the day of delivery.
• Open all inbound post to the Manchester office, record and allocate accordingly.
• Ensure all inbound bills are added to the bills spreadsheet and forwarded to the bills team.
• Ensure all contractor & maintenance keys are prepared and signed in/out using street
• Run daily reports to ensure keys have been returned and follow up where keys have not been returned.
• Assist with reception cover during busy periods and periods of annual leave.
• Undertake projects such as key tagging and auditing

Results/KPIs

• 100% orders placed within 48 hours of being received.
• 100% of keys signed in and out to contractors & internal maintenance.
• 100% of post & parcels processed on day of delivery
• 100% of email queries replied to within 24 hours
• Parcel cupboard to be kept tidy and always organised

Department - Lettings

Location - Manchester

Contract type - Permanent

Hours - favourable working hours of 9.30am - 5.00pm Monday to Thursday, 9.30am - 4.30pm Friday

Salary - We offer a competitive salary, 25 days annual leave plus bank holidays and additional paid time off over Christmas. We also give our staff complimentary use of our on site gyms as well as many social events, awards ceremonies and treats throughout the year.