Tenancy Progression Administrator

Tenancy Progression Administrator

Reading | Build to Rent / Private Rented Sector

The Opportunity

We are currently working with a rapidly growing organisation within the Build to Rent (BTR) and Private Rented Sector (PRS) market, who are looking to appoint a Tenancy Progression Administrator to join their busy Tenancy Operations team in Reading.

This is an excellent opportunity for an organised and customer-focused administrator to join a growing residential property business and gain valuable experience across the full lettings and tenancy progression process.

The role is central to ensuring applications move efficiently from initial acceptance through to move-in, helping to minimise property void periods, maximise occupancy and deliver an excellent customer experience throughout the journey.

You'll work closely with the Tenancy Progression team, Lettings teams, tenants and external providers, ensuring each application is accurately managed and progressed within the required timescales.

About the Role

As a Tenancy Progression Administrator, you'll provide essential administrative and coordination support throughout the tenancy process.

You'll be responsible for carrying out pre-tenancy checks, progressing applications, completing Right to Rent checks, arranging inventories and check-ins, managing customer communications and ensuring tenancy records are accurate and up to date.

This is a fast-paced and varied role, ideal for someone who enjoys working to deadlines, managing multiple priorities and being part of a collaborative property team.

Previous administration experience is essential, while experience within residential lettings, estate agency or property administration would be advantageous.

Key Responsibilities

Tenancy Progression

• Support the Tenancy Progression team in successfully progressing applications through to move-in.
• Manage tenancy files from application through to completion, ensuring all required actions are completed.
• Carry out pre-tenancy checks and ensure all necessary information is obtained.
• Conduct Right to Rent checks and calls in line with current requirements.
• Submit and process tenant applications accurately and efficiently.
• Monitor live applications and proactively chase outstanding information.
• Work closely with third-party agents and external providers where required.
• Ensure applications progress within agreed timescales and operational KPIs.

Move-In & Property Coordination

• Schedule inventories, check-ins and cleaning services.
• Coordinate check-in arrangements and ensure tenants receive all relevant information ahead of their move.
• Liaise with internal teams and external suppliers to ensure properties are ready for occupation.
• Help minimise property void periods by ensuring tenancy processes are completed efficiently.
• Maintain accurate records of tenancy progression and upcoming move-ins.

Customer Service

• Provide a high level of customer service throughout the referencing and pre-tenancy process.
• Keep tenants informed of progress via telephone and email.
• Respond promptly and professionally to customer enquiries.
• Manage incoming calls and shared inboxes effectively.
• Identify tenant queries that require specialist assistance and ensure they are directed to the appropriate department.
• Provide clear and supportive communication throughout the customer journey.

Administration & Systems

• Maintain accurate and up-to-date tenancy files, databases and internal systems.
• Ensure all application and tenant information is recorded correctly.
• Monitor outstanding actions and proactively follow up where necessary.
• Support the team in achieving key operational measures, including occupancy and customer satisfaction.
• Maintain confidentiality when handling tenant and business information.
• Assist with additional duties and projects as required by the Tenancy Operations Manager.

About You

We're looking for an organised, proactive and customer-focused administrator who is keen to develop a career within residential property.

You'll be comfortable working in a fast-paced environment, managing multiple applications and deadlines while maintaining a high level of accuracy.

Ideally, you will have:

• Previous experience within an administration role.
• Experience within residential lettings, estate agency or property administration would be advantageous.
• Excellent customer service skills.
• Strong written and verbal communication abilities.
• Exceptional organisation and attention to detail.
• The ability to manage multiple tasks and competing priorities.
• A proactive approach and the confidence to take ownership of tasks.
• Strong problem-solving skills and a willingness to find solutions.
• Confidence using databases, CRM systems and Microsoft Office.
• The ability to work independently while also contributing positively to a wider team.
• A willingness to learn and keep up to date with relevant legislation and industry requirements.
• A professional approach to confidential customer and business information.
• A genuine interest in developing a long-term career within the property sector

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