Property Administrator Job Description
An organised, customer-focused administrator who supports a property management team by keeping records accurate, coordinating maintenance and helping deliver a reliable service to landlords and tenants.
What does a Property Administrator professional do?
Provides day-to-day administrative support for a portfolio of residential or commercial properties, handling tenant queries, documentation and basic financial records.
Property Administrator job description template
Use this employer-ready example as a starting point, then replace the placeholders and adjust the content so it accurately reflects your vacancy.
Property Administrator
About the role
We are looking for a Property Administrator to join our property management team in [City/Town]. You will maintain tenancy and property records, support lease and renewal documentation, liaise with contractors for maintenance works and assist with rent and invoice processing. This role is [Full-time/Part-time] and reports to the Property Manager/Head of Operations.
Key responsibilities
- Maintain accurate tenancy, landlord and property records in the property management system and filing systems.
- Respond to tenant and landlord enquiries by phone and email, progressing routine issues and escalating where required.
- Prepare and check tenancy paperwork, renewals and correspondence (notices, invoices, receipts).
- Log, coordinate and follow up maintenance requests with contractors and internal teams; schedule inspections and record outcomes.
- Process rent payments, chase arrears under instruction and assist with basic reconciliations and invoice processing.
- Arrange and support property viewings, inventory checks and move-in/move-out administration.
- Produce regular reports for the management team on arrears, maintenance, occupancy and compliance tasks.
- Ensure records and processes meet data protection and relevant housing regulations; support audits and compliance checks.
Essential skills and experience
- Right to work in the UK.
- Proven administrative experience, ideally within property, lettings or customer service.
- Strong written and verbal communication and customer-service skills.
- Good IT literacy including email, spreadsheets and databases.
- Attention to detail and ability to manage multiple tasks and deadlines.
- Basic numeracy for processing payments and reconciling records.
Desirable
- Experience with property management or lettings software.
- Knowledge of residential tenancies, lettings or commercial lease administration.
- Full UK driving licence for site visits.
- Experience of handling arrears or basic bookkeeping.
- Relevant customer-service or property-related qualifications.
What we offer
- [Pension scheme - employer contribution details]
- [Annual leave entitlement]
- [Flexible working / hybrid working options]
- [Training and professional development budget]
- [Company phone or laptop where required]
- [Travel expenses or mileage allowance for site visits]
How to apply
Apply with your CV and any additional information requested. Make the interview process, closing date and any assessment stages clear where known.
Use this as a starting point rather than a final advert. The strongest version will reflect the real role, salary, location, systems, responsibilities, benefits and working arrangements.
What is a Property Administrator role?
A Property Administrator provides essential administrative and customer-service support to property management teams. The role focuses on accurate record-keeping, tenancy and lease administration, coordinating repairs and maintenance, and assisting with rent and invoice processes. Property Administrators act as a primary contact for routine tenant and contractor queries and help ensure compliance with documentation and regulatory requirements.
Portfolio support
Administrative management of tenant, landlord and property records across a portfolio.
Tenancy administration
Prepare tenancy paperwork, renewals, move-in/out checks and inspection scheduling.
Maintenance coordination
Log and coordinate repairs, communicate with contractors and track outcomes.
Compliance & reporting
Maintain documentation for audits, GDPR and basic financial reporting.
Typical Property Administrator responsibilities
Responsibilities should reflect the real scope of the vacancy rather than every task someone in this profession might ever complete.
Maintain accurate tenancy
Maintain accurate tenancy, landlord and property records in the property management system and filing systems.
Respond
Respond to tenant and landlord enquiries by phone and email, progressing routine issues and escalating where required.
Prepare
Prepare and check tenancy paperwork, renewals and correspondence (notices, invoices, receipts).
Log, coordinate
Log, coordinate and follow up maintenance requests with contractors and internal teams; schedule inspections and record outcomes.
Process rent payments
Process rent payments, chase arrears under instruction and assist with basic reconciliations and invoice processing.
Arrange
Arrange and support property viewings, inventory checks and move-in/move-out administration.
Produce regular reports for the
Produce regular reports for the management team on arrears, maintenance, occupancy and compliance tasks.
Ensure records
Ensure records and processes meet data protection and relevant housing regulations; support audits and compliance checks.
Property Administrator skills and experience to look for
Keep the essential list focused on what the person really needs to perform the role. Move useful-but-trainable experience into desirable criteria.
Usually worth prioritising
- Right to work in the UK.
- Proven administrative experience, ideally within property, lettings or customer service.
- Strong written and verbal communication and customer-service skills.
- Good IT literacy including email, spreadsheets and databases.
- Attention to detail and ability to manage multiple tasks and deadlines.
- Basic numeracy for processing payments and reconciling records.
Useful where relevant
- Experience with property management or lettings software.
- Knowledge of residential tenancies, lettings or commercial lease administration.
- Full UK driving licence for site visits.
- Experience of handling arrears or basic bookkeeping.
- Relevant customer-service or property-related qualifications.
See our guide to what to include in a job advert before publishing.
How to write a Property Administrator job advert
Small role-specific details can make the advert much easier for suitable candidates to assess.
State the portfolio size or type
Tell candidates whether they’ll support residential, student, commercial or mixed portfolios and give a rough portfolio size to set expectations.
Be explicit about working pattern
Specify office vs field time, typical hours, and any on-call or weekend duties related to out-of-hours repairs.
List the core systems
Name the property management software, CRM or finance systems used so applicants can self-assess suitability.
Describe progression and training
Highlight development opportunities, formal training and any support for professional qualifications in lettings or property management.
Include physical and travel requirements
Note if the role involves regular site visits, carrying inventory equipment or driving between properties.
Property Administrator salary considerations
Salaries for Property Administrators vary. Pay depends on multiple factors rather than a single market figure.
depending on experience
- Use a genuine range
- Separate variable pay
- Avoid “competitive” alone
- Match salary to seniority
What Property Administrator candidates will want to know
Practical details can influence whether a suitable candidate applies, even when the title and salary are attractive.
Who will I report to and how big is the team?
Candidates typically want clarity on direct line reporting, team size and who covers operational vs strategic tasks.
What type and size of property portfolio will I support?
Specify residential, commercial or mixed portfolios and a typical number of units to set workload expectations.
Which systems will I use daily?
List the property management software, finance or CRM tools that the role requires so candidates understand technical fit.
Will I need to travel or drive between sites?
Clarify expectations for site visits, mileage reimbursement and whether a driving licence is essential.
What training and development is available?
Candidates want to know about induction, ongoing training and potential career paths within the business.
Where to post a Property Administrator job
Reach candidates on a mix of broad UK job boards and property- or estate-management specialist sites. Use local advertising if the role requires regular site visits, and share vacancies through industry networks, landlord forums and professional property groups to target candidates with sector experience.
Related property & real estate job descriptions
Recruiting for a slightly different role? These templates may be a closer fit.
Property Administrator job description FAQs
Do I need a licence or professional registration to be a Property Administrator?
There is no single mandatory licence for Property Administrators in the UK. Specific employers or sectors may require particular checks (for example, accredited training in lettings or a driving licence for frequent site visits). Carrying out right-to-work checks and appropriate identity checks is standard.
Is a DBS check necessary?
A DBS check is not routinely required for all Property Administrator roles but may be requested if the role involves working with vulnerable people or in certain social housing contexts. Check the role requirements and local policies.
What are good ways to assess candidate suitability?
Use a short skills-based task covering tenancy admin or data entry, structured interview questions about customer-service scenarios, and check references for reliability and record-keeping. Practical tests of spreadsheet or system use can be helpful.
How quickly can I expect to fill this role?
Time-to-hire varies by location and the specificity of requirements. Roles in major cities often fill faster, while niche portfolios or specialised compliance requirements can extend recruitment timelines. Plan for at least 2–6 weeks from advert to offer for most vacancies.
Should I make experience in property software essential?
Make system experience desirable rather than essential unless the platform is complex and cannot be learned on the job. Strong general IT skills and the ability to learn new systems are often sufficient.
Ready to create your Property Administrator vacancy?
Use the template above to build a clear advert, choose the right channels for your audience and include practical details about portfolio, systems and working patterns to attract suitable candidates.
