Lettings & Maintenance Administrator

Job Specification: Lettings & Maintenance Administrator

Company: Littlefairs Property Company

Hours: Monday to Friday, 9:00am-5:00pm, one Wednesday per week from 08:45am, with one in four weekends available remotely (emergency cover).

Reports to: Lettings Manager

Job Purpose

To provide efficient administrative and practical support across the lettings and property management team, ensuring properties, maintenance requests, compliance documentation and tenancy paperwork are managed effectively.

Key Responsibilities:

Property Maintenance

• Assist with reported maintenance requests, arranging contractors and obtaining quotations.
• Chase outstanding repairs and keep landlords and tenants updated, ensuring satisfaction.
• Monitor progress and ensure completed works are recorded accurately.
• Organising keys for contractors, including undertaking key audits where required.

Property Visits & Inspections

• Plan and organise property visit routes and appointments.
• Attend property visits and inspections where required.

Safety Certificates & Compliance

• Monitor expiry dates and arrange required safety certificate renewals.
• Chase contractors for certificates and outstanding remedial works.
• Maintain accurate compliance records and flag upcoming deadlines.

Tenancy Administration

• Prepare tenancy agreements and associated documentation.
• Ensure documents are completed, signed and filed correctly.

Lettings & Viewings

• Answer incoming telephone calls and handle general enquiries.
• Coordinate property viewings, understanding the diary.
• Arrange access and attend viewings where required.
• Assist with general lettings administration.

General Administration

• Maintain accurate property files and electronic records.
• Undertake paper filing, scanning, correspondence and data entry.
• Liaise professionally with landlords, tenants, contractors and applicants.
• Monitor outstanding tasks and ensure they are followed through to completion.

Person Specification

• Excellent organisational and communication skills.
• Professional and friendly telephone manner.
• Strong attention to detail and good IT skills.
• Ability to prioritise tasks and meet deadlines.
• Proactive approach to chasing outstanding jobs and paperwork.
• Ability to work independently and as part of a team.
• Previous property or lettings experience preferred.
• Full UK driving licence is required.