Lettings Administrator

Job Title: Lettings Administrator

Location: Islington

Hours: 9am - 5pm

Reports to: Head of Lettings / Directors

Job Overview

We are looking for an organised, proactive and detail-focused Lettings Administrator to support the lettings department with the smooth processing of tenancy applications, compliance checks and day-to-day administration.

The successful candidate will play an important role in ensuring that letting deals progress efficiently from offer agreed through to move-in, while maintaining high standards of compliance, communication and record keeping.

Key Responsibilities

Processing Letting Deals

• Progress agreed lettings from offer stage through to move-in.
• Prepare and issue tenancy documentation, terms of business, tenancy agreements and supporting paperwork.
• Liaise with landlords, tenants, negotiators and property managers to ensure all required information is obtained promptly.
• Update internal systems accurately with tenancy details, rent amounts, move-in dates and applicant information.
• Monitor deal progression and ensure all deadlines are met.

Compliance and Documentation

• Ensure all lettings files are compliant before move-in.
• Carry out Right to Rent checks and ensure appropriate documentation is obtained and recorded.
• Obtain and check references, ID, proof of address and other pre-tenancy documents.
• Ensure landlords and properties meet required compliance standards, including gas safety, EPC, electrical safety and deposit protection requirements.
• Maintain accurate records in line with company procedures and legal requirements.

Pre-Tenancy Checks

• Coordinate pre-tenancy checks before the tenant moves in.
• Confirm rent payments, deposits and initial monies have been received.
• Ensure all required certificates, prescribed information and tenancy documents are completed.
• Liaise with contractors, inventory clerks and property managers where required.
• Arrange move-in appointments and ensure tenants receive all necessary information.

Keys Management

• Manage office key systems and ensure keys are correctly logged in and out.
• Ensure keys are securely stored and clearly labelled.
• Prepare keys for tenant move-ins, contractor access and property visits.
• Maintain accurate key records and report any missing or unreturned keys promptly.

General Administration

• Provide administrative support to the lettings team.
• Respond to emails and telephone enquiries professionally and efficiently.
• Maintain accurate digital and paper filing systems.
• Assist with property listings, tenancy renewals and general lettings administration where required.
• Support the team in delivering a high level of customer service to landlords and tenants.

Skills and Experience Required

• Previous experience in lettings administration, estate agency or property administration preferred.
• Strong organisational skills and attention to detail.
• Good understanding of lettings compliance is desirable.
• Confident communication skills, both written and verbal.
• Ability to manage multiple tasks and work to deadlines.
• Good IT skills and experience using property software would be advantageous.
• Professional, reliable and able to work well as part of a team.

Personal Attributes

• Highly organised and accurate.
• Calm under pressure.
• Proactive and willing to take ownership of tasks.
• Customer-focused and professional.
• Able to work effectively with landlords, tenants, colleagues and contractors.

Benefits

• Competitive salary.
• Supportive office environment.
• Opportunity to develop within a growing lettings department.
• Training and development opportunities.