Job Description

Overview

We are seeking a dedicated and detail-oriented Property Assistant to join our team. This role is essential in supporting the daily operations of our property management activities. The ideal candidate will possess strong administrative skills, a keen eye for detail, and the ability to communicate effectively with clients and team members. You will play a vital role in ensuring that our properties are managed efficiently and that tenants receive exceptional service.

The role could suit an individual with some property experience that is looking for a long-term career in Property Management.

Responsibilities

Supporting the Property Management team with daily, weekly and monthly tasks including compliance.

Providing holiday cover and cover during busier times for properties under management

Notifying tenants of routine visits, maintenance works and viewings.

Liaising with tenants, landlords, contractors, and surveyors.

Updating portfolio master sheet.

Sending letters on behalf of Property Managers and monitoring outcomes.

Answering calls and dealing with enquiries.

Recording minutes at weekly team meetings.

General day to day correspondence and administration.

Updating company internal database SAM.

Management of the Document Library to ensure all property records are up to date.

Key management including preparing, labelling, tracking and signing keys in/out to contractors.

Holiday cover for Property Managers.

Assisting the Applications team with property applications and letting agreements.

Arranging maintenance and works and obtaining quotes.

Arranging Routine Property Visits where required.

File and data management.

Resolving tenant and landlord queries.

Conducting Viewings, Routine Property Visits and Pre-Check-In Visits, where required.

Attending properties where required.

Attending training webinars, seminars and meetings to improve knowledge.

Keeping track of own continued personal and professional development (CPPD).

General ad-hoc duties around the office.

Person specification:

Client focused, professional with the requisite skills to establish and maintain relationships.

A self-motivated person with the ability to work on their own initiative or in a team whilst achieving stretching targets.

Ability to work calmly and efficiently in a pressured environment.

An optimistic individual with a good attitude and someone who encourages team moral.

Excellent organisation skills and ability to manage challenging demands.

Excellent communication and interpersonal skills

The role requires the strictest attention to detail and accuracy.

Speak and write fluent English with evidenced Right to Work in the UK. A command of other languages is of benefit, but not essential.

Driving Licence. Desirable is a clean licence. Essential is a licence with no more than 3 penalty points. We have a fleet of company cars which our team members drive when visiting propertiesproperties, so a good geographical knowledge of Edinburgh is desired.

Essential skill set of MS Office Applications - Word, Excel, TEAMS at Intermediate level. Accurate data entry for volume transactions.

Accurate document management with progress to a paperless environment.

Accurate data management with files correctly named and filed.

Capable of organising large volumes of work for themselves, taking instructions from managers to accurately prioritise.

Able to multi-task, work to tight deadlines and produce high quality work under pressure.

Proficient diary management.

Able to innovate and identify improvements to the service offered.

Knowledge of GDPR and Office 365 and TEAMS is also desirable.

Alignment to our Core Competencies, Values, Mission and Culture.

Key performance Indicators & Outcomes of the Role

The 3 core measures and principles are keeping everyone

Safe

and

Happy

while keeping our company

Sustainable.

Working Hours & Environment

Full time hours of 08:00 - 17:00hrs, 08:30 - 17:30hrs or 09:00hrs - 18:00hrs, Monday to Friday

(including 1 hour's unpaid breaks).

This position will be based from our Edinburgh central office however the role may require ad-hoc travel to other locations.

Flexibility regards to hours of work to suit the needs of the business and colleagues.

The role also requires 1 Saturday a month, on a rota basis - generally from 8.30am to 12.30pm. Pay for these days are included in annual salary and Saturdays can be swapped to suit. There is an option to opt out of Saturday after 6-12 months and any changes will take effect annually.

Benefits:

Starting salary from 26,000 to 30,000

based on a full-time 40-hour week (pro-rata for part-time), including 1 hour of unpaid breaks, paid in arrears on the 2nd last working day of the month, including Saturday rota. Salaries are reviewed on an annual basis.

Please note that we are currently trialling a reduced working week to 37.5 hours per week.

Starting salary is subject to the candidate having completed the ARLA Level 6 qualification, or equivalent (LETWELL/SafeAgent). Annual membership renewals covered by company.

1,000 added to salary upon completion of all 4 ARLA exams.

Pension Scheme after 3 months (contributions matched by the company up to 5%).

Company Health Insurance after 6 months up to 5% of salary.

Opportunity to participate in Profit Share Scheme after 12 months.

28 days paid holiday including all bank holidays, plus 24 hours (3 days) of additional personal wellbeing time per year.

Company Continued Professional Personal Development Days (CPD):

The company will take the opportunity to close the office early 3-4 times per year to bring in speakers for continued professional and personal development to help develop our team. The training is typically from 4.30pm - 6.30pm and the cost of any external training will be covered by the company.

ARLA level training will be provided with the opportunity to obtain the ARLA Level 6 Qualification along with annual membership renewals, funded by the company.

Additional company sponsored training courses are available and team members are encouraged to take ownership of their personal and professional development by seeking opportunities to learn.

Career progression opportunities, and opportunities to move to different departments within the company are available from 6-12 months.

Regular 1-1 meetings and reviews with line manager to discuss personal development, performance, and progression.

Wellbeing check-ins.

Team massage/physio on the last Wednesday of the month.

Company Events and Socials:

At SouthSide we believe in building good relationships within the team and hold company social events and team activities by department and companywide.

We also hold annual 5-year, 10-year and 15-year club events for team members that have been with the company for 5 years or more.

A bottle of prosecco to celebrate your birthday!

Friday drinks.

Job Types: Full-time, Permanent

Pay: 26,000.00-30,000.00 per year

Benefits:

Additional leave Company events Company pension Enhanced maternity leave Free flu jabs Health & wellbeing programme Private medical insurance Profit sharing Referral programme
Application question(s):

Where do you see yourself in 2-3 years, and how does this role fit into that vision?
Experience:

Property : 1 year (preferred)
Licence/Certification:

Driving Licence (preferred)
Work Location: In person

Application deadline: 01/10/2025