The role

The Lettings Administration Coordinator will provide administrative support across the lettings division and Residential Investment team, ensuring tenancy administration, compliance processes, rent reviews, and investment support activities are delivered efficiently and professionally.

A significant focus of the role will be managing Section 13 rent reviews under the Renters' Rights Act, including landlord liaison, notice administration, progression tracking, and fee recovery. In addition, the role will support the Residential Investment team with a range of administrative and personal assistant responsibilities, helping to ensure the effective management of business priorities and day-to-day operations.

Responsibilities

Section 13 Rent Reviews

• Manage the administration of Section 13 rent reviews and notices across the business.
• Review tenancy data to identify rent review opportunities.
• Liaise with landlords regarding proposed rent increases.
• Prepare and issue Section 13 notices in line with legislative requirements.
• Monitor and track the progress of notices through to completion.
• Raise and manage associated administration charges.
• Maintain accurate records and reporting of rent review activity.
• Support the ongoing management of annual rent review programmes across all offices.

Tenancy Administration

• Manage renewals for tenancies not covered by the Renters' Rights Act.
• Administer changes of sharer and associated documentation.
• Support tenancy progression during busy periods, annual leave, and periods of absence.
• Assist with tenancy administration throughout the tenancy lifecycle.
• Provide support to negotiators, branch teams, landlords, and tenants as required.

Rent Arrears and Compliance

• Monitor rent arrears and support branch teams with arrears management processes.
• Ensure compliance with rent guarantee policy requirements.
• Maintain accurate records relating to arrears cases and compliance obligations.
• Support offices in meeting all regulatory and compliance requirements.

End of Tenancy Administration

• Coordinate end-of-tenancy administration processes.
• Provide support with deposit management and dispute resolution.
• Liaise with landlords, tenants, contractors, and relevant third parties.
• Ensure tenancy closures are completed accurately and within agreed timescales.

Residential Investment Team Support

• Provide administrative support to the Residential Investment team.
• Assist with the coordination and administration of residential investment opportunities and client activity.
• Prepare correspondence, reports, presentations, and supporting documentation.
• Maintain accurate records, databases, and filing systems.
• Support project coordination and follow up on actions arising from meetings and client discussions.

Personal Assistant Support

• Manage diaries and schedule meetings on behalf of senior stakeholders.
• Coordinate domestic and international travel arrangements, including transport, accommodation, and itineraries.
• Draft emails, letters, and business correspondence.
• Prepare meeting agendas and supporting documentation.
• Organise and maintain calendars, ensuring priorities and deadlines are effectively managed.
• Support with confidential administrative tasks and ad hoc business projects as required.

This is a maternity cover role until December 2027.

Requirements

Essential

• Previous experience in a lettings, property management, administrative, personal assistant, or business support role.
• Strong organisational skills with the ability to manage multiple priorities simultaneously.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to work independently and use initiative.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Professional and confidential approach when handling sensitive information.

Desirable

• Experience within a lettings, estate agency, property management, or residential investment environment.
• Knowledge of the Renters' Rights Act and associated legislation.
• Experience of rent reviews, tenancy administration, deposits, or compliance processes.
• Previous experience supporting senior leaders or working in a Personal Assistant capacity.
• Experience working across multiple teams or locations.

Benefits

• Holidays: 25 days increasing in line with length of service to a maximum of 30 days
• Enhanced auto enrolment pension scheme - to help you save for the future
• Life assurance - to protect your loved ones
• Interest free season ticket loans
• Cycle to work scheme - discounted bicycles
• Flu and eye care vouchers - to keep you healthy
• Employee Assistance Programme - 24/7 health & wellbeing support
• Help@Hand Remote GP app - to give you and your family access to medical experts quickly
• Family & wellbeing policy - including enhanced maternity pay, menopause support, neurodiversity support, carer support, company sick pay and much more

We recognise that diversity in all its forms including but not limited to race, gender, age, sexual orientation, disability, and background - enriches our workplace and enhances our ability to serve our clients and community effectively. Our goal is to create a culture where everyone feels empowered to bring their authentic selves to work, knowing their unique perspectives are welcomed and appreciated. We actively seek applicants from all backgrounds and want you to get in touch even if you don’t have all the skills we have asked for - we will support you with the development you need.

Recruitment agencies

Cluttons will only pay agency fees where a signed agreement is in place and the agency has been instructed by a member of our HR team. We do not accept speculative or unsolicited CVs from any third party, including recruitment agencies. Any CVs submitted to Cluttons or any of our employees outside of our formal recruitment process, including those sent directly to hiring managers or other employees, will be deemed unsolicited and will not be eligible for any agency fees.