Job Description

We are seeking a proactive and organised Portfolio Administrator to join our Cumbria team based in our Kirkby Stephen office. This is a key support role, focused on handling tenant maintenance requests, coordinating contractors and ensuring all repairs and property works are followed through to completion. You will be responsible for a portfolio of client properties, to ensure the effective management of the properties, tenants and contractors.

Please note, whilst we expect this role to be a Monday-Friday commitment, we are open to this role being part-time i.e. with shortened hours on some/all days but with a minimum commitment of 20 hours per week.

Responsibilities

Co-ordination of ad hoc property maintenance and repairs. Monitoring of Property Management system to ensure timely delivery of routine compliance works on let property. Use of online mapping software to provide tenancy and valuation plans. Undertaking property inspections in person and maintaining records. Managing the compliance aspect of property management via our in house software. Liaising with our accounts team on rental demands, arrears and reviews. Working within a small team to assist with the estate office enquiries, including answering the phone, and coordinating responses to the team. This will require the candidate to;
o Obtaining quotes and relevant documentation from contractors

o Use Property Management system to maintain accurate record of work orders, communications and invoices

o Scheduling of works and liaison with stakeholders e.g. tenants

o Ensure repairs and maintenance and undertaken in accordance with Health & Safety Regulations

o Follow up to ensure timely and satisfactory completion

o Cross-checking of invoices

o Update Property Management system to ensure completion of compliance tasks and recurring reminders appropriately diarised.

Collation of tenancy documentation including drafting tenancy agreements and create new entries and/or updating portfolio and property details on the Property Management system Assisting with the landlord and tenant relationships for existing clients including general property administration

Person specification

Ideally you will have some prior experience with residential lettings and/or rural property management. Commercially astute, practically minded and hands on Have a good understanding of property, construction and repairs, including the working parts of property e.g. central heating systems, etc. Diligent, organised and process driven Conscientious, positive and team-minded with excellent people skills Proficient in MS Office (Word, Excel, Outlook, Teams) Must hold full, valid driving licence A willingness to work under your own initiative as part of a small team.

We are proud to offer additional benefits to support and reward our employees:

Health & Leisure:

20 days annual leave + public holidays and an ability to work on a flexible basis.

Financial:

Pension, life assurance at 4 x basic salary, income protection (long term disability insurance), and critical illness cover.
Job Types: Part-time, Permanent

Pay: 17,350.00 per year

Expected hours: 20 per week

Benefits:

Company pension Flexitime Life insurance On-site parking
Schedule:

Monday to Friday
Work Location: In person

Reference ID: AdministratorH&JLtd
Expected start date: 01/09/2025