Strutt & Parker - Property Administrator (Cambridge)

Strutt & Parker; Cambridge; On-site; GBP 23,000 - 32,000; Full time

Benefits offered by this job

25 days annual leave

Pension

Job summary

Strutt & Parker in Cambridge is seeking a Property Administrator to join the lettings team. You will handle general property and lettings administration, manage a portfolio, and ensure compliance with current legislation.

The role requires strong communication, organisation, and a customer-focused approach to landlords and tenants. You will be working in a fast-paced environment, supporting day-to-day operations and contributing to a high standard of service for clients.

Qualifications

• GCSE level or equivalent minimum.
• Strong administrative and IT literacy for lettings processes.
• Experience in lettings administration is preferred.

Responsibilities

• General property and lettings administration.
• Manage an allocated portfolio of properties with accurate admin and day-to-day management.
• Keep up-to-date with lettings legislation and best practices; refer to Team Manager as needed.
• Serve as central contact for landlords, tenants and team during active tenancies.
• Complete tenant referencing and associated paperwork.
• Draw up tenancy agreements and monitor arrears to stay on top of issues.

Skills

Excellent communication

Customer-focused

Team Player

Organised & systematic

Meet deadlines

Attention to detail

Confidentiality awareness

Problem solving under pressure

Education

GCSE level or equivalent

Tools

Aspavia

Job description

The role

An exciting opportunity for Property Administrator to join our lettings team in Cambridge. We are looking for a strong Administrator to develop their career within a fast-paced and exciting industry.

Responsibilities

• General property and lettings administration
• Manage an allocated portfolio of properties, providing efficient and accurate administrative and day to day management
• Keeping fully compliant with up to date lettings legislation and best practice procedures referring to Team Manager as necessary
• Acting as central contact for landlords, tenants and S&P team members during active tenancies
• Completing tenant referencing and associated paperwork
• Drawing up tenancy agreements
• Ensuring tenant arrears are kept on top of
• Completing KYC on tenants and landlords
• Providing excellent customer service to landlords, tenants and internal team members within S&P
• Checking all invoices and authorising for payment within 48 hours of receipt in the office
• Performing property visits using Inventory Base software during active Tenancies
• Sending visit reports to landlords and managing issues resulting from the visit
• Ensuring both Landlord and Tenant comply with statutory and contractual obligations as per the tenancy agreement
• Negotiating tenancy renewals and producing memorandum of agreements for signature for common law tenancy agreement
• Accepting and confirming correct notices have been served by both Landlord and Tenant
• Drawing up all legal notices on behalf of the Landlord and processing efficiently and effectively
• Preparing communications and administering for any tenant or tenancy changes in regards to a deed of assignment and/or deed of surrender to end a tenancy
• Ensuring the inventory report is kept up to date during the tenancy with any amendments to the property captured
• Arranging inventory checkouts and communicate to both Landlord and Tenant.
• Dealing with all associated administration to agree with both parties proposed deposit deductions and deposit return
• Raising and submiting TDS paperwork within reasonable time frame to not exceed the three month deadline when a dispute has arisen
• Organising gas safety records and electrical certificates and ensuring smoke and carbon monoxide alarms are installed following all legislation
• Updating master portfolio spreadsheet to reflect new properties and dis-instructions
• Organising and following up any insurance claim on behalf of the Landlord where necessary
• Dealing with tenant and client queries regarding property matters
• Consulting and update Team Manager and Lettings Office Head where necessary
• When required, welcoming visitors and dealing with as appropriate
• Attending Lettings and team meetings
• Notifying Team Manager of any potential property issues
• Maintaining paperless filing system – ensuring accurate and up to date.
• Proactively maintaining own legal knowledge and comply with all Lettings legislation
• Ensuring the necessary processes and procedures are in place to support compliance
• Ensuring accurate data entry and any missing data is obtained and incorrect data corrected
• Accompany viewings with applicants when required
• Register new applicants when required
• Dealing with tenancy progression
• Keeping records of all activity
• Sell all company services strongly and ethically to generate new and repeat business
• Demonstrate a successful track record in meeting and exceeding targets
• Develop relationships and work closely with clients through meetings to secure future instructions/business
• Offer a first-class level of customer service at all times
• Work 1 in 4 Saturdays 9am – 1pm

Qualifications

• Educated to GCSE level or equivalent as a minimum

Experience

• A smart appearance and professional approach is essential
• Excellent communication skills
• Customer-focused with commitment to maintaining excellent service standards at all times
• Team Player
• Must possess a composed manner in order to be able to work under pressure and problem solving
• Organised and systematic – ability to prioritise workloads
• Ability to meet deadlines
• An understanding of confidentiality issues and the use of discretion
• Accuracy and attention to detail
• Specified processes and routines, work to a fast paced environment
• Good working knowledge of IT systems and user knowledge of Aspavia a bonus

Benefits

• Heath & Leisure: 25 days annual leave + public holidays (the option of purchasing up to 5 additional days via flex benefits), health screening, gym discounts, wellbeing support, volunteering opportunities, cycle to work scheme, eye care voucher, travel & retail discounts, travel insurance, concierge service, kids pass, open fairways golf card, great company culture and social events (including sports teams, charity events, art pass), perks at work
• Financial: Pension, life assurance at 8 x basic salary, group income protection (long term disability insurance), interest free season ticket loan, bonus scheme - you will be eligible to participate in the Company’s Bonus Scheme, share incentive plan, financial and mortgage advice

Strutt and Parker is committed to providing a work environment that fosters diversity, inclusion, and equal employment opportunity without regard to race, colour, gender, age, creed, sex, religion, national origin, disability (physical or mental), marital status, ancestry, sexual orientation, gender identity and gender expression, or any other legally protected status.