Office Administrator / Admin 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.

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.

Systems Experience (Desirable)

Experience using some or all of the following systems would be beneficial:

CRM software (e.g. Reapit)
Electronic document signing platforms
Referencing platforms
Deposit protection schemes
Inventory management software
Key management systems
Customer review platforms
AML checking software
Microsoft Office / Google Workspace

Key Performance Indicators (KPIs)

Success in this role will be measured by:

Utilities and council tax updates completed within 48 hours.
Deposits protected promptly after cleared funds.
Deposit returns completed within agreed SLAs.
Cleaning arranged at least 5 weeks before move-out.
Right to Rent checks completed and recorded on renewals.
Inventories booked within required timescales.
Accurate and fully documented handovers between Lettings, Sales and Property Management.

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.

Henley Chase

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