Portfolio Administrator -Edinburgh Lettings

Edinburgh Lettings are looking for a Portfolio Administrator to join the team.

Job Title: Portfolio Administrator                      

Location: Edinburgh                

Department: Lettings                 

Reports to: Associate Director              

Purpose of the Role

The aim of the Edinburgh Letting’s Team is to ensure an exceptional customer experience is provided to all our potential and actual customers. You will work closely with your colleagues to ensure the team deliver a best-in class experience and by doing so, you will also support Rettie achieving a market leading position.

In your role as a Portfolio Administrator, you will provide administrative support to a team of two Portfolio Managers and assist them in improving the performance of their assets under management by delivering an exceptional client experience. In addition, you will carry out general administrative tasks as directed by the Associate Director of Lettings to provide the best possible support service to the department.

You will work collaboratively with your colleagues and support the Portfolio Managers in building strong relationships with their clients by ensuring that we deliver an exceptional customer experience.

Key Responsibilities

You will be responsible for the following:

Managing Administration – Supporting the Portfolio Managers in the administration of all aspects of the lettings and management process across their portfolio.

  • First point of contact for inbound calls and inbox enquiries.
  • Effective management of all viewing appointments and overflow appointments.
  • Diligent management of keys and the authorisation of access
  • Detailed tenancy referencing and due diligence.
  • Accurate preparation and service of all initial tenancy documentation.
  • Diligent administration of all safety testing.
  • Accurate financial management and efficient collaboration with the accounts team including the collection of deposit and rental payments.
  • Efficient and diligent processing of contractor invoices, collaborating with the accounts team to ensure prompt payment.
  • Accurate administration of all HMO licensing issues including applications and renewals as required.
  • Booking in of Check in and Check out reports
  • Efficient administration of utility notifications and the accurate processing of void period costs, collaborating with the accounts team to ensure prompt payment.

Maintaining Company and Operational Standards – to ensure standards are met and a continuous learning approach is adopted.

·Follow and comply with all company policies and procedures.

·Take responsibility for and adopt a proactive approach to learning and personal development

·Ensure professional behaviour supports and reinforces the values of the Rettie brand.

· Attend all compliance and other company training as required.

Key Requirements


Education and Qualifications

  • Driving Licence

Experience and Technical Skills

  • Proficient in the use of IT systems including MS Word, Excel & Outlook
  • Experienced in a customer service role
  • Confident in administrative tasks

Behavioural Competencies

  • Customer focused
  • Self motivated
  • Multi-tasking
  • Effective under pressure
  • Team work
  • Effective communicator


  • Familiar with the Edinburgh lettings market
  • Experienced in the use of Reapit Property Software