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Property Administrator, Savills

Full Time

Property Administrator

Job Location

Lincoln Office

Role Overview

An opportunity for a Property Administrator to work within the Rural Estate Management Team in Lincoln.

The role principally involves supporting the estate management team who undertake a wide range of estate management and professional consultancy work on behalf of our rural estate clients, and would suit a well organised individual with good interpersonal skills.

Team Overview

The Lincoln Rural Management team are a friendly and energetic team of 17 providing management, professional consultancy and strategic advice for rural estates across the East Midlands and beyond, including private clients, institutions, public sector and corporate clients.

We sit within Savills Lincoln office, which also provides farm agency, food and farming consultancy, and residential estate agency services.

Key Responsibilities of the Role

Property and Estate Management and Compliance

  •   Being the first point of contact for tenants and occupiers.
  •   Assisting with repairs across the managed estates, seeking quotations from contractors, preparing and

    issuing works orders, and processing invoices.

  •   Monitoring property compliances, seeking quotations, and instructing contractors in accordance with


  •   Checking the compliance certificates and uploading to the property terrier, updating the data on the

    terrier system.

  •   Ensuring all contractors are Savills approved. Sending correspondence and documentation to

    contractors for initial approval and annual renewal.

  •   Assisting with preparation of and updating of repair and painting schedules
  •   Liaising with client accounting and estate managers to ensure prompt and efficient payment of invoices

    through the invoice processing and approval system. To include checking and coding/allocating invoices.

  •   Providing all necessary support to the facilities team.
  •   Maintaining the property database with landlord, property, tenant and tenancy details as well as ensuring

    hard files and other electronic folders are also up to date.

  •   Preparing reports from the property database and collating information as required.
  •   Assisting colleagues with all aspects of the property database
  •   Reviewing and chasing aged debts in conjunction with client accounting credit control.
  •   Arranging utility re-charges through client accounting (or estate office).
  •   Assisting with preparation of tenancy agreements and licences.
  •   Prompting estate managers to undertake rent reviews and lease renewals in a timely manner. Assisting

    with the process elements of these tasks. Actioning “Fair Rent” Reviews.

  •   Liaising with estate managers, preparing tenancy documentation (for approval) and providing general


    Property Valuations

 Undertaking conflict of interest searches in respect of (potential) clients.

JD Template Sep21

  •   Collating background information in respect of properties.
  •   Undertaking desktop due diligence checks on properties.
  •   Uploading details on the Savills Valuation Log.
  •   Collating comparable information and maintaining data.
  •   Assisting with the preparation of valuation reports.
  •   Management and maintenance of job files (electronic and hard copy).

    Residential Lettings

  •   Taking all telephone and email enquiries.
  •   Booking visits to properties, for brochures, the photographer, and the floorplan/EPC consultant.
  •   Inspections of properties.
  •   Preparation of property particulars.
  •   Obtaining landlord’s approval to market the properties.
  •   Uploading properties to websites through the property database and checking that they appear correctly
  •   Booking and undertaking property viewings.
  •   Carrying out right to rent checks, and submitting application forms to the referencing agency.
  •   Discussing applicants with the client and confirming instructions to proceed with a tenancy.
  •   Arranging for the tenancy agreement to be drawn up.
  •   Requesting and processing the deposit and rent from tenants.
  •   Ensuring Tenancy Deposit Certificates are sent to tenants in accordance with the appropriate timescales
  •   Setting up the tenancy on the property terrier.
  •   Organising an inventory to be carried out.
  •   Booking and undertaking meetings with tenants for the move in date.
  •   Notifying the client of meter readings and details of keys handed over.
  •   Booking and undertaking meetings with the tenant at the end of the tenancy.
  •   Liaising with outgoing tenants regarding works and check-out and updating utility companies
  •   Liaising with the landlord and tenant about any dilapidations. Liaison with the approved tenancy deposit

    scheme in respect of disputes.

  •   Instructing for deposits to be returned, and money for dilapidations to be send to the landlord.
  •   Dealing with residential rent reviews.

    General Duties

  •   Typing (audio and copy) of documents;
  •   Proof-reading and formatting documents;
  •   Printing, collating and binding reports;
  •   Attendance at meetings to take minutes, preparation and circulation of draft minutes for approval;
  •   Downloading digital photographs and inserting in documents;
  •   Preparing and raising invoices, maintenance of aged time and aged disbursement records;
  •   Data input and updating databases and spreadsheets;
  •   Archiving files and electronic records;

Skills, Knowledge and Experience

  •   Excellent computer skills, particularly in Excel, databases and ability to pick up new software quickly.
  •   High efficiency, organisation and time management skills.
  •   Excellent attention to detail and accuracy.
  •   Articulate with strong verbal and written communication skills.
  •   Ability to work effectively with individuals at all levels.
  •   Customer service focused.
  •   Flexible ‘can-do’ attitude and willingness to learn.
  •   Self-motivated and able to use own initiative.
  •   Ability to work under pressure and to deadlines.
  •   Professional manner.
  •   Team player.
  •   Results orientated.
  •   Full, clean, driving licence.
  •   Property or construction experience would be an advantage.

JD Template Sep21

Assessment applicants can expect during selection

  • 2 stage interview
  • Skills Testing (eg excel, word)


Savills is committed to eliminating discrimination and encouraging diversity amongst our workforce. Please read more about our approach to Diversity & Inclusion here

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