Job Description
Property & Estate Agency Administrator Location: London / West London Employment Type: Full-Time About the Role We are looking for a highly organised, reliable and proactive Property & Estate Agency Administrator to join our busy property team. This is a varied, hands-on role covering property administration, property management, contracts, accounts, landlord and tenant communication, inspections and general office administration. The successful candidate must be able to work under pressure, manage multiple tasks and take responsibility for ensuring work is completed accurately and on time. Key Responsibilities Property & Tenancy Administration Prepare, issue and manage tenancy agreements, company-let agreements and other property contracts. Ensure contracts are signed, returned and filed correctly. Maintain accurate landlord, tenant and property records. Monitor tenancy dates, notices, renewals and important deadlines. Maintain property compliance and tenancy documentation. Assist with check-ins, check-outs and property handovers. Property Management Assist with the day-to-day management of properties. Deal with landlord, tenant and contractor enquiries. Log and follow up maintenance issues and repairs. Liaise with contractors and arrange access to properties. Arrange and carry out property inspections. Record inspection findings, photographs and required works. Follow up outstanding works and keep landlords updated. Telephone & Lead Management Answer incoming office calls professionally. Deal with general property enquiries. Take and follow up sales and lettings leads. Contact landlords, tenants, applicants and contractors. Arrange appointments, viewings and inspections. Ensure all enquiries and leads are recorded and followed up promptly. Accounts & Financial Administration Prepare and process invoices. Arrange payments to contractors and suppliers, subject to company procedures. Prepare landlord statements. Monitor rent payments and highlight arrears or discrepancies. Maintain accurate records of income and expenditure. Assist with general accounts and financial administration. Email & Office Administration Monitor the main office email inbox throughout the day. Prioritise and respond to emails promptly and professionally. Ensure important emails and enquiries are not missed. Forward or escalate matters to the appropriate team member. Follow up outstanding emails and actions. Maintain organised electronic and physical files. Update spreadsheets, databases and property management systems. Provide general administrative support to the property and management teams. Essential Requirements Previous experience in estate agency, lettings, property management or administration. Excellent organisation and attention to detail. Confident preparing and dealing with contracts and property documentation. Good computer skills and confidence using Microsoft Office, particularly Word, Excel and Outlook. Strong written and verbal communication skills. Professional and confident telephone manner. Experience handling invoices, payments and financial information. Able to prepare or assist with landlord statements. Full UK driving licence and ability to attend properties for inspections and appointments. Able to work independently and manage competing priorities. Comfortable working under pressure in a busy environment. Reliable, proactive and professional. Desirable Experience Property management or estate agency software. Tenancy and company-let agreements. Property inspections and maintenance management. Landlord statements and rent accounts. Residential lettings and property management procedures. The Ideal Candidate The successful candidate will be organised, proactive and confident dealing with people. They will be able to manage a busy workload, prioritise urgent matters and take ownership of tasks from start to finish. This is not a purely desk-based administrative role. The position requires someone who is comfortable dealing with landlords and tenants, managing property issues, attending inspections, handling paperwork and accounts, answering calls and monitoring the office inbox while maintaining a high level of accuracy and professionalism.