Office Administrator / Admin Progressor - Sales & Lettings

Office Administrator / Admin Progressor

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Reports To: Office Manager & Directors

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Departments: Lettings, Sales, Property Management & Finance

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About the Role

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We are looking for an organised and proactive Office Administrator / Admin Progressor to become the central administration hub across our Lettings, Sales and Property Management teams.

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This is a varied role, and we are looking for a Progressor who can manage both Lettings and Sales progression (with the role being predominantly Lettings focused), while also assisting with Property Management administration. You will play a key role in ensuring every transaction progresses smoothly from instruction through to completion, while supporting the wider team with essential administrative tasks.

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The role requires exceptional organisation, attention to detail and communication, ensuring compliance is maintained, records remain accurate and every handover between departments is completed efficiently.

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Key Responsibilities

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Lettings Administration

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Progress every tenancy from instruction through to move-in.

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Manage utilities and council tax account openings and closures.

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Register and protect tenancy deposits.

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Manage end-of-tenancy deposit negotiations.

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Arrange inventories, check-ins and check-outs.

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Coordinate cleaning arrangements ahead of tenancy end dates.

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Prepare management packs.

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Cut, tag and allocate property keys.

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Prepare and issue AST agreements, Terms of Business and deposit certificates.

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Process tenant and guarantor references and Right to Rent checks.

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Arrange Rent Guarantee Insurance where required.

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Liaise with councils, block managers and service charge providers.

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Maintain tenancy files and ensure documentation is stored correctly.

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Assist with tenancy renewals and move-outs.

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Sales Administration

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Progress property sales from instruction through to completion.

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Carry out Anti-Money Laundering (AML) checks.

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Prepare property questionnaires.

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Issue Memorandums of Sale.

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Assist with chain progression and solicitor communications.

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Maintain accurate records within the CRM system.

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Send customer review requests following completion.

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Support vendors, buyers and solicitors throughout the sales process.

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Property Management Support

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• Provide administrative support to the Property Management team.
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• Assist with tenancy documentation and compliance records.
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• Support the coordination of maintenance and contractor communications.
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• Help maintain accurate property files and records.
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• Assist with general property management administration as required.
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Systems Experience (Desirable)

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Experience using some or all of the following systems would be beneficial:

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• CRM software (e.g. Reapit)
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• Electronic document signing platforms
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• Referencing platforms
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• Deposit protection schemes
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• Inventory management software
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• Key management systems
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• Customer review platforms
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• AML checking software
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• Microsoft Office / Google Workspace
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Key Performance Indicators (KPIs)

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Success in this role will be measured by:

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• Utilities and council tax updates completed within 48 hours.
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• Deposits protected promptly after cleared funds.
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• Deposit returns completed within agreed SLAs.
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• Cleaning arranged at least 5 weeks before move-out.
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• Right to Rent checks completed and recorded on renewals.
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• Inventories booked within required timescales.
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• Accurate and fully documented handovers between Lettings, Sales and Property Management.
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Ideal Candidate

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We are looking for someone who has:

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• Previous experience progressing both Lettings and Sales transactions, with strong knowledge of the lettings process.
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• Experience supporting Property Management administration.
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• Previous administration experience within estate agency, lettings or property management.
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• Excellent organisational and time management skills.
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