Job Description
Office Administrator / Lettings Progressor
Reports To: Office Manager & Directors
Departments: Lettings, Sales, Property Management & Finance
About the Role
We are looking for an organised and proactive Office Administrator / Admin Progressor to become the central administration hub across our Lettings, Sales and Property Management teams.
This is a varied role, and we are looking for a Progressor who can manage both Lettings and Sales progression (with the role being predominantly Lettings focused), while also assisting with Property Management administration. You will play a key role in ensuring every transaction progresses smoothly from instruction through to completion, while supporting the wider team with essential administrative tasks.
The role requires exceptional organisation, attention to detail and communication, ensuring compliance is maintained, records remain accurate and every handover between departments is completed efficiently.
Key Responsibilities
Lettings Administration
- Progress every tenancy from instruction through to move-in.
- Manage utilities and council tax account openings and closures.
- Register and protect tenancy deposits.
- Manage end-of-tenancy deposit negotiations.
- Arrange inventories, check-ins and check-outs.
- Coordinate cleaning arrangements ahead of tenancy end dates.
- Prepare management packs.
- Cut, tag and allocate property keys.
- Prepare and issue AST agreements, Terms of Business and deposit certificates.
- Process tenant and guarantor references and Right to Rent checks.
- Arrange Rent Guarantee Insurance where required.
- Liaise with councils, block managers and service charge providers.
- Maintain tenancy files and ensure documentation is stored correctly.
- Assist with tenancy renewals and move-outs.
Sales Administration
- Progress property sales from instruction through to completion.
- Carry out Anti-Money Laundering (AML) checks.
- Prepare property questionnaires.
- Issue Memorandums of Sale.
- Assist with chain progression and solicitor communications.
- Maintain accurate records within the CRM system.
- Send customer review requests following completion.
- Support vendors, buyers and solicitors throughout the sales process.
Property Management Support
- Provide administrative support to the Property Management team.
- Assist with tenancy documentation and compliance records.
- Support the coordination of maintenance and contractor communications.
- Help maintain accurate property files and records.
- Assist with general property management administration as required.
Ideal Candidate
We are looking for someone who has:
Previous experience progressing both Lettings and Sales transactions, with strong knowledge of the lettings process.
Experience supporting Property Management administration.
Previous administration experience within estate agency, lettings or property management.
Excellent organisational and time management skills.
Strong attention to detail.
Excellent written and verbal communication skills.
Confidence working across multiple software systems.
The ability to prioritise a busy workload and meet deadlines.
A proactive approach to problem solving.
Experience using a property CRM system would be advantageous.
