office and lettings administrator in aldershot

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aldershot, south east
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secretarial & admin
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job description

Office & Lettings Administrator - 12 month contract - £20k - Aldershot

Do you have strong office based admininstrative experience?

Are you looking ofr a new challenge, giving you exposure into the Property industry.


To offer the highest standards of administration & customer service.

Hours of employment are 9.00AM - 5.30PM: 25 days holidays per annum

Permanent contract at our Richmond Office



1.1. Manage the reception welcoming visitors and answering the telephones professionally.

1.2. Coordinate property inspections and client meetings for team members, where requested

1.3. Maintain an accurate record of the allocation and movement of property keys

1.4. Process application forms and maintain Applications Register

1.5. Prepare 'move in pack' for all new tenants including AST preparation.

1.6. Carry out the reference/credit check process for new and prospective tenants

1.7. Maintain databases, ensuring property, client, applicant, tenant and tenancy details are always up to date and accurate.

1.8. Assist in the production of marketing and promotional materials

1.9. Produce correspondence on behalf of team members

1.10. Provide full office support, including typing, data entry, photocopying, filing

1.11. Contact utility suppliers to inform of change of occupant.

1.12. Carry out any such ad hoc duties as may be reasonably required from time to time and in connection with the above.


2.1. Coordinate gas safety certificates, electrical certificates and EPCs

2.2. Contact contractors to ascertain whether they are able to carry out works and issue work order forms on PMS/ Jupix - checking with the property lettings manager in the first instance if authorisation is required.

2.3. Assist Property Lettings Manager in obtaining quotes from, appointing and monitoring contractors

2.4. Monitor contractor's performance - Follow through and complete jobs, updating PMS/ Jupix.

2.5. Issue keys to contractors and monitor safe return - recording this information in the key book.

2.6. Ensure key cabinets are kept secure and closed at the end of each day.

2.7. Prepare works orders for cleaning, gardening, etc., to issue tenders and appoint contractors - liaising closely with senior estate managers.

2.8. Issue contracts to contractors ensuring that they comply with current health and safety legislation.

2.9. Insure works have been completed and advise the property lettings manager of progress before any part payment or full payment is authorised

2.10. Ensure that all contracts and schedule of works for all estates are entered on PMS/ Jupix system and updated.

2.11. Advise all lessees and/or tenants of impending works, etc.


3.1. Ensure that inspections of managed properties are regularly undertaken by the Property Lettings Manager / Negotiator and any points raised are actioned.

3.2. Arrange meetings and inspections for all properties managed.

3.3. Ensure that all necessary contracts and quarterly inspections are in place.

3.4. Carry out Inspections of properties from time to time if required.

3.5. Forward copies of Inspection Reports to the property lettings manager and to action points.


4.1. Ensuring all properties in the portfolio are insured including dealing with all claims, renewals and enquiries regarding the policy.


5.1. Check, code, input and process invoices.

5.2. General Filing

5.3. Any other duties as directed.

If you feel you meet the above criteria and hold relevant experience, please apply today.

Randstad CPE values diversity and promotes equality. No terminology in this advert is intended to discriminate against any of the protected characteristics that fall under the Equality Act 2010. We encourage and welcome applications from all sections of society and are more than happy to discuss reasonable adjustments and/or additional arrangements as required to support your application.

Candidates must be eligible to live and work in the UK.

For the purposes of the Conduct Regulations 2003, when advertising permanent vacancies we are acting as an Employment Agency, and when advertising temporary/contract vacancies we are acting as an Employment Business.