Lettings and Sales Property Coordinator
Location: Umega Offices, Ferry Road & Brunswick Street, Edinburgh (Hybrid working available up to 2 days WFH per week, subject to business needs)
Job type: Full-time, Permanent
Salary: £24,000 – £27,000 depending on experience.
Please note: Applications without a cover letter will not be considered.
Why join Umega?
We're Umega – Edinburgh's most exciting letting and estate agency. We do things differently. We're people-focused, award-winning, and passionate about making renting and property management better for everyone.
About the role
We're now looking for a positive, energetic, and detail-focused Lettings and Sales Property Coordinator to join our Property Administration team. If you thrive in a fast-paced environment, love organisation, and enjoy building great customer relationships, this could be the role for you.
You'll play a key role in supporting new tenancies and onboarding landlords and vendors. This is a busy, varied, and rewarding role where your attention to detail and organisational skills will help everything run smoothly for our customers.
Your main responsibilities:
* Manage tenant referencing and prepare tenancy documents
* Draft and issue leases, ensuring legal accuracy and deadlines are met
* Support new landlords and vendors through onboarding (compliance, ID checks, Anti Money Laundering checks and other references)
* Upload, update, and maintain property details across internal systems
* Arrange and coordinate maintenance works required for sale properties (liaising with contractors, obtaining quotes, confirming completion, processing invoices)
* Organise and maintain sales documentation, ensuring all records are up-to-date and easily accessible.
* Keep our trackers up to date with accurate information (T&Cs signed, works required, completion dates etc.)
* Manage deposit requests for rental properties and liaise with tenants regarding referencing queries
* Support move-in tasks (planning key collections, organising inventories, welcome packs)
* Assist with sales concluding tasks (legal handover, solicitor updates, completion, buyer gifts, key collection)
* Provide additional admin support to property negotiators and the wider team
* Spot opportunities to improve processes and streamline admin tasks
This role offers excellent progression opportunities across lettings, sales, and property management.
About you
We'd love to hear from you if you are:
* Highly organised with great attention to detail
* Experienced in administration (2+ years)
* Skilled in customer service (2+ years), with proven ability to build rapport
* Able to manage multiple priorities and deadlines
* Confident using tech, with the ability to learn new systems quickly
* A proactive problem-solver who thrives in a fast-paced environment
* An excellent communicator who enjoys working with a wide variety of people
* A team player who can also manage your workload independently
* Excited about joining a supportive, innovative, and growing company
Desirable skills and qualifications (but not essential):
* Proven administrative experience, preferably in a sales / lettings or administrative customer service environment.
* Knowledge of the rental or sales market
* Full UK driving licence (helpful for progression, not required)
* Familiarity or experience working with some of the software we use (Slack, Front, Reapit and IRE, Payprop, Manifestly, Excel)
What's in it for you
At Umega, we believe in looking after our people. Here's what's on offer:
* Fantastic ambitious team with great work morale and atmosphere
* 32 days annual leave (with additional days after 2+ years)
* Hybrid working – up to 2 days WFH per week
* Casual dress code
* Company pension scheme
* Enhanced parental leave
* Private healthcare (Vitality)
* Cycle-to-work scheme
* Employee discounts
* Free tea, coffee, fruit & regular treats
* Google review incentives (voucher rewards)
* Regular performance reviews & 1:1s
* Volunteering opportunities
* Fun team events, celebrations & a welcoming, inclusive culture
The details
* Start date: ASAP (however we're happy to wait for the right person)
* Schedule: Monday–Friday
* Location: In person / Hybrid (Edinburgh – Ferry Road & Brunswick Street offices, plus up to 2 WFH days per week, subject to business needs)
* Salary: £24,000 – £27,000 depending on experience
How to apply
Please send us your CV and cover letter, telling us:
* What you can bring to this role and our award-winning team
* Why we'd be mad not to hire you
Please note, applications without a cover letter will not be considered.
Job Types: Full-time, Permanent
Pay: £24,000.00-£27,000.00 per year
Benefits:
* Company events
* Company pension
* Cycle to work scheme
* Work from home
Experience:
* Administrative: 2 years (required)
* Customer service: 2 years (required)
* Property management: 1 year (preferred)
Work Location: Hybrid remote in Edinburgh EH5 2DL