Hooke & MacDonald is a thriving and dynamic property company covering residential sales, lettings commercial and property management. The company are highly regarded in the industry for our professionalism and being market leaders in each area we practice in. The company have been in business since 1967 and our core team have been with us for on average 20 years.

Hooke & MacDonald require a Property Administrator to assist in the daily operations alongside our Property Managers.  The company are looking for an articulate professional with significant residential property administration experience from a lettings or property management environment. The candidate must have at least two years’ experience working in a residential property administration related role. 

The role requires working closely with our Property Management Team but also being able to work independently with an ability to adapt and be reactive in a fast-paced environment.

The role will involve working with figures daily, inputting numerical data to our software systems MRI Qube or Yardi in relation to rental figures & tenant data (not doing accounts role) and as such the applicant would be required to be comfortable and confident working with numbers and inputting them on documents and systems on a daily basis.

The company are looking for a team player who is positive, proactive, confident, and willing to work as part of a team. They will be joining a professional and friendly team with excellent and supportive management in place.

The position is an office-based full-Time Role; Monday – Thursday 9 am – 5.30 pm, Friday 9 am – 5.00 pm  Interviewing now with an immediate start available.

• The role will involve supporting the Property Management department to produce and update administration documents which will overlap with some lettings.
• Typing and organising reports & statistics.
• Marking up documents, typing, copying, scanning and printing.
• RTB Registrations and updates during tenancies and keeping track of registrations.
• Rent Reviews (in line with legislation) which includes ongoing taking of upcoming and active reviews; securing comparables; calculating RPZ; issuing rent review notices to tenants; creating new lease documents; updating RTB.
• Arranging RPZ Calculations as needed.
• Cross checking reports and providing updates or amendments.
• Working with MRI Qube & Yardi (property software package): database system for tenancy details. Training would be provided. It Includes inputting tenancy details; running lease & tenant information documentation; running mail merges; running regular reports to excel & adapting them to specific requirements.
• Working on tenant communication platform, BuildingLink – mostly data entry of tenant details; running reports.
• Setting up folders files for lettings team and Property Managers.
• Mail shots: creating and issuing mail merges for tenants.
• Preparing various types of reports and documents: Includes formatting word documents; utilizing existing templates or creating new ones; collating & merging data.
• Issuing documents for signing via DocuSign.

Working on ad hoc client reporting as required.

• Excellent verbal and written English is essential
• Attention to detail and being articulate is very important
• At least 2 years’ experience in a residential property administrative role
• Strong time management skills with the ability to prioritise and multi-task
• Confidentiality is paramount
• Consistently high standards of customer service and team-work
• Strong organisational skills and an aptitude for details are essential
• Working knowledge of Microsoft Applications (word and excel) and Outlook systems is a necessity with strong accurate typing skills
• Show confidence in dealing with people both in-person and over the phone
• Willingness to learn and use initiative to develop efficient working systems
• Professional and well presented
• Ability to learn new processes and applications quickly
• Reliable and dependable