Job Overview

Our client is looking for a proactive and highly organized Property Management Assistant to support the day-to-day management of residential properties and help ensure residents and property owners receive a high level of service. This role will focus primarily on maintenance coordination, rent arrears, and property visits, while supporting Property Managers with communication, follow-ups, documentation, and administrative tasks. The ideal candidate takes ownership of their responsibilities, communicates confidently and empathetically, and proactively follows up to keep tasks moving forward.

Schedule Mon-Thu 8:45 AM - 5:30 PM, Fri 9:00 AM - 5:00 PM GMT

Responsibilities

• Maintenance Coordination
  • Review and respond promptly to maintenance requests and reports.
  • Assess the urgency of maintenance issues and identify potential risks.
  • Raise and manage work orders and coordinate with contractors.
  • Obtain quotations when required and follow up on outstanding works.
  • Keep residents and property owners appropriately updated throughout the maintenance process.
  • Review contractor reports, photographs, and recommendations.
  • Monitor ongoing maintenance and ensure jobs are completed within expected timeframes.
  • Identify recurring maintenance issues and flag potential underlying problems.
  • Escalate urgent concerns such as leaks, heating or hot water issues, damp and mould, and safety risks.
  • Confirm completed works and identify any required follow-up actions.
  • Look for opportunities to prevent recurring issues and protect the condition of the property.
• Rent Arrears
  • Monitor rent payments and identify missed or late payments promptly.
  • Contact residents regarding outstanding balances in a professional and respectful manner.
  • Understand the reason for missed payments and document relevant information.
  • Agree on and record payment commitments where appropriate.
  • Follow up on promised payment dates and outstanding balances.
  • Maintain accurate notes of all conversations, commitments, and actions taken.
  • Keep Property Managers informed of relevant arrears situations.
  • Coordinate with the Accounts team and relevant insurance providers when required.
  • Escalate persistent or increasing arrears according to established procedures.
  • Identify potential payment issues early and take proactive steps to prevent arrears from increasing.
• Property Visits
  • Coordinate property visits with residents, property owners, contractors, and other relevant parties.
  • Arrange and confirm appointments and ensure contractors are booked as required.
  • Follow up with contractors to confirm visits have been completed.
  • Monitor outstanding property visit reports and ensure they are received.
  • Review completed reports and communicate relevant updates to the Property Manager.
  • Identify and escalate maintenance, safety, or property condition concerns discovered during the process.
• Communication & Administrative Support
  • Communicate clearly, professionally, and empathetically with residents, property owners, contractors, and internal teams.
  • Provide proactive updates rather than waiting for residents or owners to follow up.
  • Set realistic expectations and ensure commitments are followed through.
  • Maintain accurate and up-to-date records and system notes.
  • Support Property Managers with administrative and coordination tasks.
  • Manage multiple priorities while ensuring urgent issues are addressed appropriately.
  • Work collaboratively with the wider property management team.

Requirements

• Previous experience in property management, residential lettings, property administration, or a similar customer-focused environment preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Confident communicating with residents, property owners, contractors, and internal teams.
• Strong follow-up skills and the ability to proactively chase outstanding tasks.
• Ability to manage multiple priorities and meet deadlines.
• Comfortable handling difficult conversations and resolving issues professionally.
• Strong attention to detail and accurate record-keeping.
• Ability to identify risks, ask questions, and escalate issues appropriately.
• Proactive, reliable, and solution-oriented approach.
• Strong sense of ownership and accountability.
• Kind, empathetic, and respectful communication style.
• Ability to work independently while collaborating effectively with a wider team.

Qualifications

• Experience with property management software or CRM systems is a plus.

Success in This Role Success will be measured by the ability to:

• Keep maintenance requests and work orders moving forward with minimal delays.
• Proactively communicate with residents and property owners.
• Identify and follow up on rent arrears promptly.
• Ensure payment commitments and follow-ups are completed.
• Coordinate property visits efficiently and maintain accurate records.
• Identify risks and escalate urgent matters appropriately.
• Keep systems and documentation accurate and up to date.
• Build positive relationships with residents, property owners, contractors, and internal teams.
• Take ownership. Think ahead. Keep things moving.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.