Property Management Assistant – Estate Agency – Oxford

Permanent Headington, Oxfordshire | £18k to £20k Inc Benefits

Job Posted: 2015-06-05 05 June 2015 Closing date for applications: 05 August 2015

Job Description

Reporting in to the Head of Property Management, and working alongside two other Property Managers, this leading Oxford Estate Agency is looking to recruit an Assistant Property Manager for their Headington office. This role would suit a strong administrator with excellent customer services skills. Prior Lettings or Property Management experience is desirable, although not essential, as the role is designed as an opportunity to progress in the Property Management field.

The main job purpose of this role is as follows:

  • To retain and grow the company’s existing rent base to agreed targets by building rapport and trust with landlords
  • Manage an allocated portfolio of properties to the required standard
  • Work with the Property Management Department Supervisor and Lettings Accounts Manager to implement systems and processes to achieve exceptional service standards
  • Liaise with Lettings Branch Managers to grow the property portfolio and rent base
  • Point of contact for landlords for expert advice
  • Point of contact for tenants with issues to report
  • Oversee the effective relationship with contractors, suppliers and other professionals to ensure the company’s required standards are reached and maintained

The key tasks of the role are:

  • Actively participate in office meetings
  • Process job orders to ensure the effective maintenance of properties
  • Work with Lettings Branch Managers to ensure that new properties are correctly set-up after initial “take on” and that all properties are prepared to the company’s required standards for each tenancy
  • Maintain and grow contractor database
  • Ensure contractors meet company’s required standards, that charges/rates are competitive and that time scales are adhered to
  • Carry out regular routine property visits to agreed schedules and company required standards and report issues promptly and positively to all relevant parties
  • Carry out efficient “meet and greet” and pre-tenancy checkouts
  • Pre-empt potential maintenance problems
  • Identify potential refurbishment opportunities and project manage refurbishment works to agreed targets
  • Maintain the effective administration of the TDS scheme
  • Ensure the smooth termination and preparation for re-let of managed properties
  • Negotiate deposit returns promptly at the end of each tenancy
  • Hold regular meetings with Lettings Branches to address current issues and plan ahead
  • Administer safety testing and certification and other compliance issues to industry and company’s required standards
  • Support all members of the PM Team at times of short staffing
  • To achieve individual and team targets and personal goals

Skills required:

  • Planning, time management and prioritising skills
  • Administrative skills
  • Influencing skills
  • IT skills
  • Communication skills
  • Negotiating skills
  • Customer service skills
  • Team skills

Personality and attitude:

  • Willingness to be accountable, take responsibility and make things happen
  • Team Player
  • Energetic approach
  • Consistency
  • Discretion
  • Commitment to high service standards
  • Proactive approach to work
  • “Can do” and cheerful attitude
  • Smart appearance

This position will come with a basic salary of £18,000 to £20,000 basic, plus a commission based on projects, etc. This is a Monday to Friday, 9am to 6pm role, with contracted 1 in 3 Saturdays.

The ideal candidate will have experience in managing a large residential lettings portfolio effectively, demonstrating strong organisation and project management skills. The individual should be proactive and able to work in a dynamic and ever changing environment. Full UK driving license and own car is essential.

For further information on this exciting career opportunity, please apply on line now via this web page and we will get back to you immediately. Alternatively, please feel free to contact us in confidence on 01784 451464, or email us:


This job is now closed