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Lettings Administrator - Oxford


Salary Package: Negotiable
Location: Oxford, England
Consultant: Kathy Rusher
Posted: 02/04/2024


Berry Recruitment has a newly registered opportunity to join our client based in Oxford as a Lettings Administrator on a full time permanent basis.

This customer focused role encompasses all aspects of residential lettings, ranging from dealing with customers and clients to assisting in the management of properties on behalf of owners whilst carrying out general office reception/administration duties.

You will be responsible for managing the tenancy agreement process from start to finish to include tenant check in’s and check out’s, regular inspections, and maintenance. You will be required to liaise with both internal and external parties face-to-face, over the telephone and via written correspondence. The industry is heavily regulated, so paperwork is a key concern for the client, therefore attention to detail is highly important. Working in a team environment, the individual will be expected to demonstrate commitment, loyalty and an ability to work as an enthusiastic team member in accordance with the Company’s policies and procedures, keeping in mind the overall business objectives and financial implications for the Company.

Role: Lettings Administrator

Location: Oxford

Salary: £22,000 - £24,000 per Annum

Working Hours: 09:00 – 17:00

Key Responsibilities:

  • As the first point of contact for customers or visitor to the organisation, you will be expected to answer enquiries in an efficient, professional and friendly manner.

  • Deal with all incoming enquiries (be that over the phone, via written correspondence, the website or in person) and directing enquiries as appropriate ensuring all enquiries are acknowledged within 24 hours, distribute calls and take accurate, detailed messages as required.

  • Provide an exceptional customer focus towards landlords, tenants and contractors / suppliers.

  • Build and maintain a positive rapport with your clients and customers.

  • Be familiar with office listings and property advertising.

  • Accurate completion of all necessary documentation associated with leasing and managing properties, including the full preparation of the property file and relevant documents, inspection reports, leases and account management/ tenancy finance statements.

  • Deal with/manage external suppliers/contractors - arranging for works to be carried out, completing and distributing worksheets, confirming completion of the work and in taking invoices, etc.

  • Carryout check in’s, property inspections and check out’s as required.

  • Manage and maintain the Contractors and the Shared Calendars.

  • Produce a variety of written correspondence to tenants and landlords as required.

  • Liaise with landlords and tenants (current, previous and perspective) in relation to the property as required.

  • Keep the current and archive filing in a good, tidy and organised manner.

  • Maintain the property keys and key register.

  • Take payments and handle large sums of money, banking and recording such payments as applicable.

  • Efficient and accurate processing of rental receipts from tenants, in accordance with office procedures

  • Assist in the maintenance and presentation of rental properties in accordance with the owner’s instructions.

  • Competently use appropriate computer software

  • Ensure that the mail has been collected / delivered and distributed on daily basis.

  • Resolve disputes in a fair and professional manner to ensure a satisfactory result for all parties concerned.

  • Update all property details