Hays
Senior Lettings Administrator
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Your new company An exciting new investor-backed BTR organisation specialising in the management of professionally run rental homes and residential communities. It operates a people-first, service-led model, focusing on maintaining high living standards, strong resident engagement, and well-trained assets.
Your new role You will be a Senior Lettings Administrator supporting the lettings and tenancy administration across the company's portfolio. As a senior member of the team, you will understand systems, be involved in improving and developing lettings processes to improve customer journeys, as well as help the team to continually improve. Based in the Resident Services located in the Watford area, this role plays an important part in keeping tenancy documentation, records, and processes accurate and compliant with current legislation.
You will work closely with the on-site lettings, property services, and resident services teams to make sure tenancy administration is handled efficiently from initial enquiry through to move-in and across the full resident life cycle. Alongside this, you will support the management of tenancy records, compliance documentation, and system data to help maintain accuracy across the portfolio.
Responsibilities
Tenancy administration
- Preparing tenancy agreements and associated legal documentation, including addendums and notices (e.g. Section 8, 13 and 21 where required)
- Managing renewals, extensions, and tenancy changes, ensuring everything is completed accurately and on time
- Completing file sign-off for new tenancies, ensuring all steps in the leasing process have been followed
- Keeping tenancy records up to date across systems and flagging any issues early
Move-ins
- Coordinating move-in dates with internal teams
- Preparing documentation and supporting onboarding processes
- Making sure all required checks and compliance steps are completed ahead of move-in
Compliance & legal processes
- Acting as a key point of contact for solicitors, tracking case progress and keeping teams updated.
- Managing referencing processes with third-party providers and following up where needed
- Ensuring Right-to-Rent checks, deposit registrations, and regulatory requirements are completed correctly
- Monitoring expiring Right to Rent documents and contacting residents
- Escalating any compliance risks in line with internal procedures
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Systems & data
- Maintaining accurate tenancy and resident data across all internal systems and platforms
- Updating records, financial information, and tenancy details as things change
- Supporting reporting and helping maintain overall data accuracy across the portfolio
Rent & financial administration
- Supporting the setup of rent payments, direct debits and recurring charges
- Assisting with rental payments and responding to resident queries where required
- Supporting property management teams with admin processes relating to rent accounts and arrears
Audits, reporting & controls
- Carrying out regular audits of tenancy files and documentation to ensure accuracy and compliance
- Supporting weekly and monthly reporting using data from internal systems
- Reviewing records across systems and picking up on anything that doesn't quite line up
- Working with the wider team to resolve issues identified through audits or reporting
Working with people
- Acting as a key point of contact for queries from residents and internal teams, handling requests in a timely manner
- Working closely with property managers, lettings, and resident services to keep things moving and make sure nothing gets missed
- Supporting processes end-to-end, from initial enquiry through to move-in and beyond
General Responsibility
- Maintaining accurate records in line with company procedures and data protection requirements
- Supporting the wider team during busy periods
- Taking a proactive approach to work rather than waiting to be asked
What you'll need to succeed
Requirements
- Experience in lettings, property administration, housing or residential operations, ideally supporting multiple properties or a portfolio environment
- Experience of working within a customer service environment
- A strong understanding of tenancy administration, compliance and legislation
- Experience preparing tenancy agreements, managing referencing processes and coordinating move-ins and renewals
- Demonstrated proficiency in systems and technology, with a background in utilising property management systems or comparable platforms
- Strong skills in Microsoft Office (especially Excel) and comfortable using internal systems and databases
- Excellent organisational and administrative skills with strong attention to detail
- The ability to manage multiple tasks and priorities across different schemes within a fast-paced environment
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Qualifications
- GCSE (or equivalent) in English & Maths
- Ability to apply knowledge and work using a range of property-related systems
- A qualification in lettings, housing or property management is desirable (ARLA, TPI/IRPM, RICS etc)
Person Specification
- Highly organised and able to manage portfolio-level administration
- Technically proficient and confident using systems to manage tenancy records and processes.
- Excellent communication skills
- Works proactively and takes ownership of tenancy administration processes
- High standards of accuracy and compliance
What you'll get in return
- A competitive salary
- Participate in a commission scheme
- 25 days holiday + 8 bank holidays (pro rata if part-time)
- Group Personal Pension with Royal London (salary sacrifice available)
- Employee Assistance Programme
- Life Insurance
- Optical e-Vouchers
- Cycle and Tech schemes
- Opportunity to work within a growing residential portfolio
What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.
Hays Specialist Recruitment Limited acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found at hays.co.uk
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