Administration Specialist

Who we are The Letting Game is a letting business that wants to do more, push the boundaries of the industry, and we take immense pleasure from being at the top of its game. Our Bristol Letting specialists provide our clients with an award-winning service every step of the letting process; from professional and experienced valuers through to our expert Bristol Property Management team – that’s why we’ve been voted Bristol’s Best Letting Agent eight years in a row. Our Vision To deliver the best letting experience, for everyone. Our Mission We don’t play like the others. At The Letting Game, we’re on a mission to redefine the lettings landscape making every interaction straightforward and hassle-free. Our focus is to provide a top-notch, environmentally conscious experience that stands out for its quality and innovation. We’re committed to transparency, keeping lettings honest and reliable for everyone involved. Our culture is built on strong ethics, respect, and an unyielding commitment to our clients and each other. In our world, work is more than just a 9-5; it’s a place where passion meets purpose, and where every team member is empowered to contribute to a positive experience for our people and planet. At The Letting Game, we’re not just letting property; we’re fostering a place where everyone thrives. Our Values Start with people For our clients, tenants, and dedicated team members alike, we strive to make each letting journey positive and enriching, by providing unparalleled service, superior customer experience and building valued relationships at every step. Always look ahead Whether staying in front of legislative changes, utilising new technology, or advancing our working practices, we’re always thinking ahead, to implement innovative approaches and deliver first-class service in our ever-evolving sector. Do things right At our core, we do lettings the right way, for the right reasons. We take our role seriously and pride ourselves on being ethical, trustworthy and easy to work with so that every experience with us is straightforward and dependable, for everyone involved. Work with purpose We believe that being ethical and sustainable isn’t just good for the planet - it’s great for business too. Every day, we’re proving that you can succeed in business while making a positive impact, ensuring that every property we let contributes positively to our community and our planet. The Role The Lettings Administrator plays a pivotal role in ensuring a seamless experience for both landlords and tenants. Acting as a key figure in the team, they are responsible for managing end-to-end administrative processes and overseeing crucial aspects of the letting journey to ensure every detail is expertly handled. The Lettings Administrator ensures an efficient and transparent journey for clients and tenants by expertly managing key data systems, maintaining accuracy and compliance across the business. From conducting document validations and updating Standard Operating Procedures to auditing team workflows, they focus on maintaining the highest standards while driving continuous improvement. This role demands exceptional attention to detail and the ability to juggle multiple tasks and workflows simultaneously. Their expertise in lettings legislation and compliance is a vital resource, enabling the team to consistently deliver outstanding service. The responsibilities span the entire lettings lifecycle, from onboarding landlords and marketing properties to facilitating tenancy progression and managing in-tenancy and end-of-tenancy matters. This includes tenant referencing, issuing legal notices, setting up utilities, and coordinating property maintenance. The ability to prioritise effectively and handle competing demands is essential to ensuring all processes run smoothly. The Lettings Administrator also fosters strong relationships with clients, suppliers, and colleagues, contributing to a supportive and collaborative environment. This role is ideal for an individual who thrives in a fast-paced setting, excels at multitasking, and takes pride in delivering precise, high-quality work while making a meaningful impact within a dynamic and forward-thinking team. Key Responsibilities General administration ▪ Collaborate closely with the Property Experts and Lettings Experts to allow for an effective, valuable and information journey for clients and tenants alike ▪ Expertly manage CRM and system data to ensure all records are accurate and information is visible across the business ▪ Conduct validations of information and documents provided by Landlords and Tenants, or of work completed by other team members to ensure accuracy and compliance within workflows ▪ Ensure there are robust systems, processes and practice in place to deliver effective lettings administration across the business, developing and implementing changes as required ▪ Provide expert advice and guidance in lettings legislation and compliance ▪ Ensuring quality of service is delivered for landlords and tenants ▪ Supporting the department with ad hoc tenancy related administration ▪ Conducting regular audits to ensure staff are adhering to processes ▪ Maintaining good relations with department suppliers, attending regular meetings to resolve issues and improve efficiencies ▪ Update and maintain SOPs ensuring that all guides are accurate and up-to-date with current business practices. Lettings ▪ Oversee the end-to-end onboarding of landlords and their properties, including AML checks, compliance management and Terms of Business agreements ▪ Ensure that Terms of Business are sent to landlords promptly, confirm their receipt, and update the relevant systems with the information provided ▪ Arrange for any necessary compliance actions at the property take-on stage to ensure all legislative and licensing requirements are met ▪ Manage property marketing process, including creating and updating advertisements, and material information to ensure maximum visibility. Pre-tenancy ▪ Checking paperwork, uploading documents and sending drafts for approval ▪ Processing tenancy applications and checking tenant referencing for new and existing tenancies ▪ Facilitate tenancy progression by preparing and managing agreements such as Rent-to-Rent (R2R) and Assured Shorthold Tenancies (AST), as well as conducting tenant references. ▪ Obtaining and organising the necessary certification such as gas safety certificates, electrical installation condition reports and energy performance certificates ▪ Checking the necessary registers to ensure certificates have been carried out by qualified and competent persons ▪ Protecting tenant deposits and ensuring the required paperwork is signed ▪ Processing invoices for works instructed ▪ Arranging inventories ▪ Prepare and distribute essential move-in documentation for new tenants. ▪ Coordinate the management and distribution of keys for properties. ▪ Oversee utilities management, ensuring proper setup and transfer of accounts between tenants In-tenancy ▪ Administer tenant swaps, ensuring seamless transitions between tenants ▪ Prepare and issue legal notices such as Section 13 (rent increases) and Section 21 or Section 8 (eviction notices), Section 47/48 as required, ensuring compliance with legal procedures. Create and maintain inspection schedules for properties to ensure regular checks are carried out ▪ Perform general ad hoc administrative tasks as needed to support the smooth operation of the letting process ▪ Administer and track planned property maintenance and ‘non-urgent’ maintenance works, ensuring timely completion ▪ Process invoices for planned and reactive maintenance works End of tenancy ▪ Manage the end-of-tenancy process, including coordinating tenant check-outs and processing deposits ▪ Manage tenancy renewals, ensuring documentation and agreements are updated accurately and on time Personal Specification Experience ▪ Minimum of 1-years' experience in residential lettings (Desirable) ▪ Minimum of 2-years experience in administration Skills ▪ Excellent customer service ▪ Good organisation and administration ability ▪ Great communication ▪ Strong IT proficiency ▪ High-level written and verbal communication ▪ Strong time management and multi-tasking skills ▪ Empathetic and emotionally intelligent ▪ Able to demonstrate resilience, adaptability and accountability ▪ Strategic, proactive, and problem-solving mindset ▪ Attention to detail and accuracy in data management ▪ Able to thrive in a energetic working environment The Letting Game operates an Equal Opportunities Policy and does not discriminate on the grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (including colour, nationality, and ethnic or national origin), religion or belief, sex (gender) and sexual orientation. Job Types: Full-time, Permanent Pay: Up to £26,000.00 per year Benefits: • Casual dress • Company events • Work from home Experience: • residential lettings: 1 year (preferred) • Administrative: 2 years (preferred) Work Location: Hybrid remote in Bristol BS6 6LT