Property Administrator / Coordinator

Property Administrator/Coordinator

Edinburgh / Salary Guide: £28,000

Our client, A Customer Focused Property Agency is looking for an extremely organised, friendly, proactive Admin/Coordinator to join the team.

The purpose of the role is to provide administrative and operational support to the property management team, ensuring that compliance, tenancy administration, maintenance administration, communication, and systems are maintained to a high standard.

The role will play a key part in keeping the Agency organised, compliant and responsive while supporting an exceptional experience for landlords and tenants.

A genuine interest in Property or currently working within a busy Letting Agency is desirable…

Our client is looking for someone who:

• Loves organisation, systems and attention to detail
• ‘Eye’ for detail
• Enjoys "the boring stuff" and takes pride in getting the details right
• Cares deeply about delivering excellent service to landlords, tenants and colleagues
• Prioritises clear, proactive communication
• Takes ownership of tasks and follows them through to completion
• Enjoys solving problems and finding practical solutions
• Has a positive, can-do attitude
• Remains calm and professional when priorities change
• Enjoys working as part of a supportive team
• Is curious about technology and open to using AI and new systems to improve efficiency
• Happy being part of a very small team

Key Responsibilities

Tenancy Administration

• Prepare tenancy documentation
• Process tenant applications and references
• Manage guarantor documentation
• Prepare move-in packs
• Assist with tenancy renewals and changes
• Maintain accurate records within SME Professional

Compliance Administration

• Monitor compliance diary
• Arrange gas safety inspections
• Arrange EICRs
• Arrange PAT testing where required
• Arrange legionella assessments
• Arrange EPC renewals
• Monitor certification expiry dates
• Follow up outstanding documentation

Maintenance Administration

• Log and monitor maintenance issues
• Liaise with contractors
• Obtain quotations
• Schedule works
• Keep landlords and tenants updated
• Track progress of ongoing jobs

Property Administration

• Coordinate inventories
• Coordinate check-ins and checkouts
• Assist with deposit administration
• Maintain key records
• Arrange utility notifications
• Manage property files and documentation

Customer Service

• Answer telephone enquiries
• Respond to routine email enquiries
• Communicate professionally with landlords, tenants and contractors
• Escalate complex matters where appropriate

Systems & Process Support

• Maintain accurate records in SME Professional
• Support continuous improvement of systems and procedures
• Assist with implementation of new technology and AI tools
• Maintain SharePoint and digital filing structures

Essential Skills & Experience

• Strong administration and organisational skills
• Excellent written and verbal communication skills
• High attention to detail
• Ability to prioritise workload effectively
• Comfortable using technology and learning new systems
• Professional and confident telephone manner
• Ability to work independently and as part of a team

Desirable Experience

• Property management or lettings experience
• SME Professional
• Fixflo
• Inventorybase
• Goodlord/HomeLet referencing
• Knowledge of Scottish residential lettings legislation
• Compliance administration experience