Job Description

Property Management Administrator

X1 Sales and Lettings in Media City are looking to recruit a Property Management Administrator to join our Media City Branch, with an immediate start.

Welcome to X1

X1 Sales and Lettings has been a rapidly expanding business over the last 11 years, with offices in Liverpool, Leeds, Manchester and Kent, an expert qualified team base of over 130 team members and a managed portfolio of over 5000 properties across the Northwest and Kent. X1 Sales and Lettings is the subsidiary company to X1 Developments, responsible for the successful completion and occupation of new developments and the competent management of occupied X1 sites. Our X1 goal is develop a culture built around exceptional people, exceptional products and exceptional customer service. For more information please visit the X1 Lettings & X1 Developments website or our social media pages.

Our Values

We pride ourselves on developing and rewarding our team and making sure everyone plays a part in the continuing success of our company. We operate by the values of Teamwork, Accountability, Quality, Fun, Compliance and Flexibility.

Awards and Accolades

We love what we do and we are proud of our achievements. As an agency, we are committed to the utmost of professionalism within the sector and are delighted to be continually recognised for our contributions within the industry. In 2023 - for the third year running - the UK Property Awards recognised X1 as the Best Lettings Agency in Manchester along with being recognised in 2022 as the Best Lettings Agency in Merseyside. Named as a gold winner in the 2021 British Property Awards, The Negotiator awards - one of the biggest names in the industry - also recognised X1 as Lettings Agency of the Year in 2021. We continue to strive to deliver - and recruit - the best within the industry.

Your Role with us:

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Role Overview:

We are seeking a highly organised

Property Management Administrator

to support our property management operations through efficient key handling, contractor coordination, and invoice processing. This role is integral to ensuring smooth communication between our team, contractors, and tenants, and supports the timely delivery of maintenance and repairs across our portfolio.

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Key Responsibilities:

Key Management:

Prepare and organise internal and external contractor keys the day before scheduled work; chase tenants for management sets if not already provided; arrange access where needed.

Invoice Processing:

Verify and process contractor invoices in Reapit, ensuring fees align with agreed quotes; raise associated charges and flag discrepancies.

Supplier Liaison:

Act as the first point of contact for contractor and supplier queries; ensure clarity and accuracy in all communications.

Financial Admin:

Request and collate monthly statements from suppliers for internal tracking and reporting.

Diary Management:

Oversee the internal maintenance team's schedule, approving and confirming appointments based on availability; act as the central booking point for property managers.

Team Support:

Work closely with property managers to ensure all works are coordinated effectively, with minimal disruption to tenants or landlords.
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Requirements:

Strong administrative background, ideally within property or facilities management. Proficient in using property management systems (e.g. Reapit and FixFlow). Excellent attention to detail, especially when handling quotes, invoices, and contractor charges. Confident communicator with strong organisational skills. Comfortable coordinating multiple stakeholders and managing daily logistics.
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What We Offer:

Competitive salary A key role in a growing, collaborative property team. Opportunities for long-term growth and development within the company. Full time work in our beautiful and friendly Media City office 9.30am - 5pm starts Monday to Friday (with a lovely 4.30pm finish on a Friday!) Free on site Gym use Free tea and coffee Regular social events and office lunches * Fantastic work environment