Lettings Admin Assistant – UK Estate Agency

Part-Time initially with potential for more hours I Mon-Sat| Long-term role
We are a growing independent UK estate and lettings agency looking for a highly organised, detail-oriented admin assistant.
This role involves managing tenant applications, enquiries, property adverts, viewings, tenancy admin and keeping every step accurately recorded.

MAIN RESPONSIBILITIES
• Respond to enquiries and handle day-to-day communication
• Manage and follow up on tenant applications
• Coordinate viewings, move-ins and key collection
• Update property adverts, trackers and internal systems (incl. Goodlord)
• Maintain accurate tenant, tenancy and property records
• Upload, organise and manage documents and supplier administration
• Follow up on outstanding actions and make sure nothing is missed

HOURS
Initially: 15–25 hours per week, spread across Monday–Saturday with daily availability required.
Strong potential to grow to around 40 hours per week across Monday–Saturday.
You must be available 6 days per week; this is not a role where hours can be condensed into fewer days.

WHAT WE NEED
You must be:

* Extremely detail-oriented, organised and reliable
* Strong in written English
* Comfortable following detailed processes and checklists
* Proactive with follow-ups and able to keep track of multiple tasks
* Careful about recording actions and keeping accurate records
* Confident using systems and handling detailed administrative work

Previous UK lettings/property management experience is preferred.
If you do not have direct lettings experience, we would expect relevant experience in a legal, compliance, conveyancing, property or similarly regulated administrative environment, where accuracy, process and judgement are important.


HOW TO APPLY:
Provide response to the following:
Task 1 – Right to Rent & Move-In:

Important: For the purposes of this exercise, assume that Lucy has immigration permission which is expected to give her a valid Right to Rent in England. Her eligibility is not in question (this not about immigration status or visa). The issue is that the agency may not be able to complete the prescribed Right to Rent check before the proposed joint tenancy start date of 1 September.

Lucy and Sue have applied JOINTLY for a property in England, with the tenancy due to start on 1 September.
The application and affordability assessment have been based on them renting the property together, with each expected to contribute 50% of the monthly rent.

The tenancy agreement has not yet been signed.

Under the agency's current process, the joint tenancy agreement is only issued once the required pre-tenancy checks have been completed. When it is issued, it is automatically sent to both joint tenants for signature; the system does not allow the proposed joint tenancy to be completed with only one of the two applicants signing.

Sue has successfully completed all referencing requirements, including her Right to Rent check.
Lucy has successfully completed all other referencing requirements. She is Canadian and currently lives in Canada and is due to arrive in the UK on 24 August. Due to the timing of the verification process, there is a possibility that her prescribed Right to Rent check may not be completed before 1 September.

Lucy and Sue ask:
“If Lucy’s Right to Rent check has not been completed by 1 September, can we both still move in? If not, can Sue move in first and Lucy join once her Right to Rent check has been completed?”

How would you handle this situation?
When considering the situation, think about the fact that this was intended and referenced as a joint tenancy, with affordability assessed on the basis that both applicants would contribute towards the rent.

Please:
• identify any issues or risks you think need to be considered;
• explain what you would check before giving them an answer;
• outline the practical options available;
• recommend how you think the agency should proceed; and
• draft the response you would send to Lucy and Sue.

What we are assessing
We are not looking for a perfect answer.
We want to see how you approach a real lettings situation, what you notice, what you would investigate, and how you work towards a practical and compliant solution.
If you are unsure about something, explain what you would check or who you would escalate it to rather than making an assumption.
Please take enough time to properly think through the scenario.


Q1. How would you rate your experience in UK lettings?
**0** – No UK lettings experience
**1** – Limited exposure / basic understanding
**2** – Some practical experience with lettings administration
**3** – Good working experience across the tenancy process
**4** – Strong UK lettings/property management experience with a good understanding of processes and compliance

Q2. How comfortable are you using Excel / Google Sheets, Outlook / Email, WhatsApp, Calendly and other CRM/property management software as part of your daily work?

0 – Not comfortable / little or no experience
1 – Basic experience and may need regular guidance
2 – Comfortable with everyday tasks
3 – Confident using these tools independently
4 – Very confident, quick to learn new systems and comfortable managing work across multiple platforms

Q3. How would you rate your Goodlord experience?**
**0** – Never used it
**1** – Some experience / basic familiarity
**2** – Confident using it for day-to-day lettings administration
**3** – Very experienced / strong working knowledge

**Q4.** Are you available to work Monday–Saturday during UK working hours, starting at approximately 15–25 hours per week and increasing to around 40 hours across 6 days with time? Please mention any regular commitments that may affect your availability.

THANK YOU!