Lettings administrators are a key part of any estate agency, with their role being vital in supporting the lettings team and ensuring the smooth day-to-day running of operations. For those looking to build a career in property, it’s an excellent way to enter the industry, combining strong administrative skills with the fast-paced, client-focused world of lettings. Many people are interested in this type of property administration role but aren’t quite sure what it involves or what the key responsibilities are. In this post, we give you a clearer understanding of what the role of a lettings administrator involves, taking you through the key responsibilities and essential skills needed to succeed in this position.

Core Duties of a Lettings Administrator

Lettings administrator roles are varied and fast-paced, with every day bringing something different. They’re a crucial part of any estate agency office, supporting the lettings team by managing paperwork and processes behind the scenes, allowing agents to focus on viewings and negotiations. While no two days are exactly the same, there are some core duties that most lettings administrators can expect to handle, which we’ve outlined in more detail:

Preparing Tenancy Agreements and Documentation

One of the main responsibilities of a lettings administrator is preparing tenancy agreements and related documentation. This involves ensuring all legal paperwork is completed accurately and in line with current legislation. Clear and correct documentation is essential to protect both the landlords and tenants, and this task must be completed with great attention to detail before a tenancy begins.

Handling Referencing and Right-to-Rent Checks

Lettings administrators are also responsible for collecting and verifying tenant references, as well as conducting right-to-rent checks. This includes contacting previous landlords or employers and reviewing identification documents. Accuracy and compliance are key, as these checks are legal requirements. Ensuring this process is completed correctly helps to minimise risks for both the agency and the landlord.

Managing Property Listings and Updates

Keeping property listings up to date across lettings platforms and internal systems is another important part of the role. This includes uploading new properties, editing descriptions, updating prices, and removing let properties when appropriate. Maintaining accurate and appealing listings helps attract the right tenants quickly and reflects positively on the agency’s professionalism and brand.

Coordinating Move-Ins and Move-Outs

Lettings administrators play a key role in organising the logistics around tenant move-ins and move-outs. This can involve arranging key collections, preparing inventory reports, and ensuring all necessary paperwork is completed. Regular communication with tenants, landlords, and contractors may be required to ensure the process runs smoothly and that everything is in place for a successful transition.

Maintaining Communication and Records

Clear and professional communication is essential in a lettings administrator's role. They need to respond to a variety of enquiries from tenants, landlords, and colleagues while also updating internal systems such as CRM software. Ensuring all information is recorded accurately and up to date is important for operational efficiency and helps to keep the lettings process running smoothly.

Skills Needed to Succeed as a Lettings Administrator

To succeed as a lettings administrator, it's important to have the right skills to carry out the role efficiently and keep both clients and colleagues satisfied. The role requires managing varied responsibilities, meeting time-sensitive deadlines, and communicating with multiple people daily, all of which demand the right skillset. Below, we highlight some, key skills that are essential for success in a lettings administrator role:

Strong Organisation and Attention to Detail

Lettings administrators are often responsible for handling important legal documents, contracts, and deadlines. Strong organisational skills and a keen eye for detail ensure nothing is overlooked. Accuracy is critical, especially when managing multiple properties or tenancies. Maintaining precision and structure also helps to prevent costly errors, and ensures that all paperwork is completed to a high standard.

Excellent Communication

Clear and professional communication is essential in this client-facing role. You’ll regularly liaise with tenants, landlords, contractors, and colleagues to coordinate appointments, resolve queries, and share updates. Strong verbal and written communication helps build trust and keeps processes running smoothly. Alongside excellent communication skills, maintaining an approachable and responsive attitude plays a significant role in ensuring a positive client experience.

Time Management

A successful lettings administrator must be able to juggle multiple tasks efficiently throughout the day. With competing deadlines and urgent requests often arising, effective time management ensures that priorities are handled in the correct order. Staying organised and focused allows you to meet expectations consistently without feeling overwhelmed or letting key tasks slip.

What Qualifications are Needed for Lettings Administrator Roles?

There are no formal qualifications required to become a lettings administrator in the UK, making the role accessible to a wide range of candidates interested in an administrative position within the property sector. Often, candidates without qualifications will still be considered and trained on the job, provided they have strong administrative skills and a willingness to learn. However, holding professional qualifications in the property sector from organisations such as Propertymark and RICS can be advantageous and increase your chances of securing the lettings administrator role you want.

Lettings Administrator Roles at Pear Recruitment

At Pear Recruitment, a specialist property recruitment agency, we work with candidates across the property industry to help find the right next step in their career - whether it’s a first role or a new challenge up. We recruit for a wide range of lettings roles, including lettings administrators, across various locations throughout London and the rest of the UK.

We’ve been supporting candidates in their property job searches since 2010, recruiting for a wide range of roles from entry-level to senior positions across companies of all sizes. Our property recruiters are dedicated to guiding you through every stage of your job search, removing the stress and complexity that often comes with finding a new role on your own.

Get in touch with us today to learn more about how we can find you a lettings administrator role, or register online to get started.