Property Administrator (London, UK)

Company: St John Lettings Ltd
Job Code: Property Administrator (London, UK)
Department: Property Management
Reports To: Management

ABOUT US

St John Lettings Ltd is a London-based residential lettings and property management company, operating from Marble Arch, 25 North Row, Oxford Street, London W1K 6DJ. We manage a portfolio of residential properties across London, with a focus on high-quality service, tenant satisfaction and long-term asset value.

ROLE OVERVIEW

The Property Administrator carries full, direct ownership of the day-to-day management and administration of the residential portfolio and reports directly to the CEO / Management. This is a hands-on, autonomous role: the Property Administrator manages tenants, contractors and service providers independently, exercises sound judgement on day-to-day matters, and escalates promptly to Management for approvals, legal matters and any decision outside their delegated authority.

This is an all-round role covering the full spectrum of the operation: portfolio oversight and business development, lettings and tenant relations, rent and arrears, maintenance and property operations, compliance and legal support, and marketing and administration. The Property Administrator is expected to handle every one of these areas — sharing responsibilities with fellow Property Administrators where applicable, acting as backup for colleagues, keeping accurate records in the company’s systems, and keeping Management fully informed at all times.

KEY RESPONSIBILITIES

Portfolio Oversight & Business Development

• Oversee all areas across the portfolio and its overall day-to-day operations, supported by Management.
• Develop business development plans for lead generation; build and create partnerships.
• Enhance property assets and contribute to future planning of the portfolio to ensure alignment with the family’s goals.
• Manage branding and marketing for St John Lettings.
• Track portfolio expenses (maintenance, branding, furnishings) and assist in preparing budgets and reporting against them.
• Maintain strong customer relations and ensure high tenant satisfaction.

Lettings & Tenant Relations

• Act as the first point of contact for tenants and prospective tenants, addressing enquiries and property-related issues promptly and professionally.
• Manage leads — allocating incoming leads to available properties — and conduct viewings for apartments.
• Check all references and right-to-rent paperwork for prospective tenants.
• Complete the Goodlord process with new tenants and manage new lets end-to-end, ensuring all paperwork is completed on time.
• Prepare and manage tenancy agreements, ensuring all signatures, initial payments and deposit registrations are obtained and correctly recorded.
• Complete move-ins and check-in reports, and move-outs and check-out reports.
• Manage tenancy renewals; prepare and serve Section 13 rent-increase notices with Management approval.
• Update internal systems with new tenant information.

Rent, Arrears & Financial Administration

• Collect rent payments and monitor and record all financial transactions related to the properties.
• Lead arrears chasing and deal with debt collectors; escalate persistent arrears to Management with a recommended course of action.
• Process deposit deductions and returns at the end of each tenancy in line with deposit protection scheme rules.
• Deal with council tax and utilities for the portfolio, including voids and tenancy changeovers.
• Manage invoices from contractors and third-party vendors, logging them on the system, and coordinate with the accounts team on rent collection, purchase orders and invoice processing.

Maintenance & Property Operations

• Manage all planned and reactive maintenance, scheduling contractors and ensuring timely, quality completion of works.
• Manage the Fixflo platform — ensuring all tenants report maintenance issues on there and that all details are stored for Management and Finance.
• Obtain Management approval for maintenance works and pre-planned maintenance.
• Update internal software with maintenance issues and logs.
• Arrange and conduct check-ins, check-outs and mid-term inspections, and coordinate and schedule pre-planned move-outs and inspections.
• Conduct property inspections and produce detailed reports with photographic evidence.

Marketing, Website & Administration

• Keep all social media platforms updated and handle content creation for the London properties.
• Update the website with current property availability and upload available properties to Zoopla.
• Send tenants welcome emails, move-in instructions and move-out instructions.
• Update internal sheets and records with up-to-date information.
• Maintain a comprehensive, audit-ready filing system for all property records, including health and safety certifications.

Compliance & Legal

• Own all compliance and landlord liability across the portfolio, including safety certifications (gas, electrical/EICR, EPC), deposit protection and right-to-rent requirements.
• Handle legal cases — preparing documentation and overseeing and instructing law firms where necessary, under Management’s direction.
• Manage contracts with service providers and vendors, monitoring compliance and cost control.
• Stay informed of changes in UK property laws and regulations and brief Management on their impact.

Reporting & Support to Management

• Report directly to the CEO / Management; provide prompt, detailed and accurate status reports on the portfolio (occupancy, rent roll, arrears, maintenance spend) in the format and frequency requested.
• Obtain Management approvals on property-related expenses and the settlement of outstanding bills (vendors, statutory, etc.).
• Flag risks, disputes and urgent issues to Management immediately — there is no intermediate reporting layer.
• Act as backup for fellow Property Administrators during absences and peak periods.
• Handle confidential and non-routine information with discretion, and perform general administrative duties to support property management operations.
• Any other job-related tasks as required by Management.