Property & Accounts Support Administrator/Coordinator
St Andrews
Salary Guide: £30,000
Exciting & Extremely Varied role!
Our Client is keen to secure a Customer Focused candidate who thrives in a busy environment. A keen eye for detail, processes, admin, organisational skills, strong IT.
You may currently be working as part of a busy ‘Boutique Style’ property company or Luxury hospitality/Retail and are ready for a new challenge.
About the Role
We are seeking a highly organised and proactive Property & Accounts Support Administrator to join this busy property management team in St Andrews.
The role is extremely varied and combines property administration, compliance coordination, property inspections, and accounts support, helping to ensure the smooth day-to-day operation of a growing property portfolio.
The successful candidate will play a key role in supporting tenants, contractors, and colleagues by managing enquiries, coordinating property processes, maintaining compliance records, monitoring rents and deposits, and assisting with financial administration.
The role will also involve supporting and conducting monthly property inspections across the portfolio, identifying maintenance requirements, recording findings, and ensuring follow-up actions are completed.
Key Responsibilities
Property Administration
- Manage and respond to tenant and property enquiries.
- Coordinate property viewings and inspections.
- Conduct and support monthly property inspections, ensuring records are maintained and any maintenance or compliance issues are reported and actioned.
- Administer tenant referencing processes.
- Prepare tenancy information packs and move-in documentation, including Private Residential Tenancy (PRT) and Notice to Leave (NTL) paperwork.
- Maintain accurate property records and management systems.
- Manage key control, issue, and tracking.
Compliance Administration
- Schedule and monitor safety inspections, servicing, and certification renewals, including Fire Risk Assessments (FRAs).
- Maintain accurate compliance records across all managed properties.
- Manage weekly and monthly fire testing logs.
- Coordinate servicing of heating systems, iMist systems, smoke vents, and fire-fighting equipment.
- Monitor HMO and Short-Term Let licence renewals and compliance deadlines.
- Ensure document retention and record management comply with GDPR requirements.
Accounts Administration
- Assist with the preparation of monthly management accounts.
- Monitor rent payments and arrears.
- Process tenant deposits, including collection, lodging with Safe Deposit Scotland, and deposit returns.
- Raise invoices for damages and additional tenant charges.
- Manage utility accounts including electricity, gas, council tax, and broadband services.
- Prepare tenant statements and support rent collection dispute management.
- Monitor budgets and expenditure.
- Process contractor invoices and payment authorisations.
- Support year-end reporting and financial administration.
Skills & Experience
The ideal candidate will have:
- Previous experience in administration, property management, accounts support, or a similar role.
- Strong organisational skills and excellent attention to detail.
- Good numerical and financial administration skills.
- Proficiency in Microsoft Office, particularly Excel, other property management systems too is desirable.
- Excellent communication and customer service skills.
- Ability to prioritise workload and manage multiple tasks effectively.
- A professional, reliable, and proactive approach to work.
- Experience within the property sector would be advantageous but is not essential.
- A full UK driving licence
What’s on offer
- Competitive salary of £30,000 per annum.
- Monday to Friday working hours (8:00am – 4:30pm).
- Friendly and supportive team environment.
- Opportunity to develop your career within a growing and established property business.
- A varied and engaging role with responsibility across administration, compliance, property inspections, and accounts functions.