Stonebanks
Property Management Assistant
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Property Management Assistant / Estate Agency Administrator
Location: London / West London
Employment Type: Full-Time
About the Role
We are seeking an experienced, highly organised, reliable and proactive Property Management Assistant / Estate Agency Administrator to join our busy property team. The ideal candidate must have previous experience working within real estate, estate agency, residential lettings or property management and a good understanding of property administration and day-to-day property operations.
This is a varied, hands-on position involving property and tenancy administration, contract preparation, landlord and tenant communication, maintenance coordination, property inspections, accounts and general office administration.
The successful candidate must be confident managing multiple responsibilities, working under pressure, prioritising urgent matters and ensuring that all tasks are completed accurately, professionally and within deadlines.
We are looking for someone who takes initiative, pays close attention to detail and can take ownership of tasks from start to finish with minimal supervision.
Key Responsibilities
Property & Tenancy Administration
- Prepare, issue and manage tenancy agreements, company-let agreements and other property-related contracts.
- Ensure contracts are signed, returned, recorded and filed correctly.
- Maintain accurate and up-to-date landlord, tenant and property records.
- Monitor tenancy start and end dates, renewals, notices and key deadlines.
- Maintain property compliance records and tenancy documentation.
- Assist with tenant check-ins, check-outs and property handovers.
- Ensure all property files and records are properly maintained.
Property Management & Maintenance
- Assist with the day-to-day management of residential properties.
- Act as a point of contact for landlords, tenants, contractors and suppliers.
- Log, coordinate and follow up maintenance requests, repairs and outstanding works.
- Liaise with contractors, obtain updates and arrange access to properties.
- Arrange and carry out property inspections as required.
- Record inspection findings, take photographs and identify necessary works.
- Monitor outstanding maintenance issues and provide regular updates to landlords.
- Ensure property-related issues are dealt with promptly and efficiently.
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Telephone, Enquiries & Lead Management
- Answer incoming calls in a professional and courteous manner.
- Handle general property, sales and lettings enquiries.
- Respond to enquiries from landlords, tenants, applicants and prospective clients.
- Record, manage and follow up sales and lettings leads.
- Arrange appointments, property viewings, inspections and contractor visits.
- Ensure all enquiries are recorded accurately and followed up promptly.
Accounts & Financial Administration
- Prepare, process and maintain invoices and payment records.
- Arrange contractor and supplier payments in accordance with company procedures and authorisations.
- Prepare landlord statements and assist with property accounts.
- Monitor rental payments and identify arrears, discrepancies or outstanding balances.
- Maintain accurate records of income, expenditure and property-related transactions.
- Assist with general bookkeeping and financial administration.
- Handle financial information accurately, confidentially and responsibly.
Email & General Office Administration
- Monitor and manage the main office email inbox throughout the working day.
- Prioritise incoming emails and respond promptly and professionally.
- Ensure important enquiries, instructions and maintenance issues are not overlooked.
- Forward or escalate matters to the appropriate team member where necessary.
- Follow up outstanding emails, actions and requests.
- Maintain organised electronic and physical filing systems.
- Update spreadsheets, databases and property management software.
- Provide administrative support to the property and management teams as required.
Essential Requirements
Candidates must meet the following requirements:
- Previous practical experience in real estate, estate agency, residential lettings or property management is essential.
- A good understanding of property management procedures, tenancy administration and landlord and tenant relations.
- Experience preparing, handling and managing contracts and property documentation.
- Strong organisational skills and excellent attention to detail.
- Good IT skills, including Microsoft Word, Excel and Outlook.
- Excellent written and verbal communication skills.
- A professional and confident telephone manner.
- Experience handling invoices, payments, rent records or other financial administration.
- Ability to prepare or assist with landlord statements and property accounts.
- A full UK driving licence and the ability to travel to properties for inspections and appointments.
- Ability to work independently, use initiative and manage competing priorities.
- Confidence handling urgent issues and working effectively under pressure.
- A reliable, proactive, professional and solutions-focused approach.
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Desirable Experience
- Experience using property management or estate agency software.
- Knowledge of tenancy agreements, company lets and tenancy renewals.
- Experience conducting property inspections and coordinating maintenance.
- Familiarity with landlord statements, rent accounts and contractor payments.
- Knowledge of residential lettings procedures and property compliance requirements.
The Ideal Candidate
The successful candidate will be an experienced property professional who understands the demands of a busy estate agency and property management environment. They must be organised, commercially aware, proactive and confident communicating with landlords, tenants, contractors and prospective clients. They should be capable of managing a varied workload, identifying priorities, resolving day-to-day issues and ensuring that nothing is missed.
This is not a purely desk-based administrative role. It requires someone who is comfortable taking responsibility for property-related matters, attending inspections, coordinating repairs, managing contracts and paperwork, assisting with accounts, answering telephone calls and keeping on top of a busy office inbox.
We are looking for a dependable individual who can work with minimal supervision, demonstrate initiative and contribute positively to the smooth running of the business.
Please note: Previous real estate, estate agency or property management experience is essential. Candidates without relevant industry experience will not be considered.
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