Job Title: Lettings Administrator
Location: Jesmond, Newcastle upon Tyne, UK
Company Overview:
We are a reputable estate agency based in Jesmond, Newcastle upon Tyne, dedicated to providing exceptional property services to clients in the local area. We specialise in sales, lettings, and property management, striving to offer a seamless and personalised experience to both property owners and tenants.
As a growing business, we offer excellent opportunities for career development and progression within a collaborative and supportive team environment, with a strong focus on delivering industry-leading marketing and service standards.
Position Overview:
We are seeking an experienced and highly organised Lettings Administrator to join our team. The successful candidate will play a key role in supporting the lettings and property management departments, ensuring all administrative processes are handled efficiently, accurately, and in full compliance with current lettings legislation in England.
This is a detail-focused role requiring excellent organisational skills, strong legal awareness, and the ability to manage a high-volume workload while maintaining exceptional standards of service.
Key Responsibilities:
Lettings Administration:
* Prepare and issue tenancy agreements and supporting documentation.
* Ensure all tenancy paperwork is accurate, compliant, and completed in a timely manner.
* Coordinate the tenancy progression process from offer agreed through to move-in.
* Carry out Right to Rent and AML checks in accordance with current legislation.
* Arrange and manage referencing processes, ensuring compliance with affordability and legal requirements.
* Produce and issue offer letters and tenancy documentation to landlords and tenants.
Compliance & Legal Requirements:
* Ensure full compliance with all current lettings legislation in England.
* Maintain accurate and up-to-date compliance records across all tenancies.
* Assist in preparing documentation for compliance documents, rent increases, and notices where required.
Tenancy Progression & Coordination:
* Liaise with landlords, tenants, and contractors to ensure a smooth tenancy onboarding process.
* Coordinate move-ins, ensuring all legal requirements are satisfied prior to key release.
* Arrange check-ins, and key handovers.
* Work closely with the lettings and property management teams to ensure seamless handovers.
Client & Tenant Communication:
* Act as a professional and efficient point of contact for applicants, tenants, and landlords.
* Provide clear and timely updates throughout the lettings process.
* Handle queries in a knowledgeable and compliant manner.
Administrative Duties:
* Maintain accurate records on internal CRM systems and ensure all documentation is correctly stored.
* Support the wider team with general administrative tasks where required.
* Assist with reporting and internal compliance tracking.
Qualifications and Skills:
* Previous experience in a lettings administration or similar role is essential.
* Strong working knowledge of current UK lettings legislation and compliance requirements.
* Exceptional attention to detail and organisational skills.
* Excellent communication skills, both written and verbal.
* Ability to manage multiple tasks and prioritise effectively in a fast-paced environment.
* IT literate, with experience using CRM/property software and Microsoft Office.
* A proactive, solution-focused approach with the ability to work independently and as part of a team.
* Experience working within a high-volume lettings environment.
* Familiarity with tenancy deposit schemes and compliance systems.