Property Manager

COMPANY OVERVIEW

Ideal Urban Property Management (Click to view) is a growing UK lettings agency with a focus on the HMO (House of Multiple Occupation) market, operating across Surrey, Berkshire, and London. Our services include lettings, property management, consultancy, and project management, with plans for further expansion. Currently our team consists of two directors, three part-time virtual assistants, and on-site personnel for viewings and inspections. With 59 tenancies across several homes, we operate as a 100% virtual team based in the UK and the Philippines.

As a small, specialist agency, we’re driven by our passion for excellence in property management, prioritising outstanding service for both landlords and tenants. We strive for excellence in all that we do whilst maintaining integrity with one another both inside the team as well as those we choose to work with. Our ideal candidate will be excited to be part of a company who wants to make a difference and who will want to learn, evolve, and grow with us.

ROLE OVERVIEW

We are seeking a skilled Property Management professional to oversee rental operations and maintenance activities. This ‘people’ role requires a dynamic individual passionate about customer service with clients, tenants, contractors and within the team as well as enjoying building strong relationships, and driving tasks to completion. Excellent communication, confident in speaking over the phone and organisational skills are a must but you should also take pride in your work and have the ability to react quickly and adapt to changing priorities. Excellent English communication is essential, both spoken and written. A thorough understanding of property management processes and/or experience of working in the UK lettings sector is essential.

– Part time hours: 15-20 hours a week (approx. 3-4 hours per day)
– Must be available to work UK core office hours (between 10am and 3pm) from Monday to Friday
– Some evenings and Saturday mornings would be required (adhoc and to be agreed)
– Basic salary plus incentives and bonuses achievable based on performance

KEY RESPONSIBILITIES

Lettings:

• Effectively market vacant rooms to attract qualified tenants
• Respond promptly to tenant enquiries
• Screen prospective tenants over the phone before viewings
• Coordinate viewings and follow up with prospects
• Liaise closely with both on-site and remote team members for seamless service

Tenant and Contractor Relationship Management:

• Act as the main point of contact for existing tenants, handling all communications, including maintenance issues, rent
payments, and dispute resolution
• Manage relationships with contractors, sourcing new ones and nurturing existing connections

Tenant & Property Management:

• Daily management of property management software to address tenant issues promptly
• Coordinate and oversee tasks from contractor appointment to completion
• Ensure timely communication with all stakeholders
• Maintain up-to-date safety tests and book necessary appointments with contractors
• Liaise with financial management team to ensure accurate invoicing and payment processes

Other Duties:

• Ensure compliance with Service Level Agreements and KPIs
• Minimise void periods between tenants
• Manage rent collection and maintenance costs
• Provide support to the virtual team as needed

Skills & Character Traits:

• Excellent communication skills, proficient in spoken and written English, comfortable speaking over the phone
• Exceptional customer service abilities, adept at building relationships, negotiating, and problem-solving
• Strong organisational skills and attention to detail
• Effective time management skills, adept at handling changing priorities and multitasking
• Self-motivated with confidence to manage own priorities, lead others and work with limited supervision
• Positive energy, pro-active and flexible approach
• Ability to work autonomously or collaboratively within a team
• Demonstrated leadership qualities with a focus on customer satisfaction
• Ability to keep calm under pressure

Work Experience:

• Property industry experience is essential, ideally in the UK lettings sector
• 2 years plus administrative experience

PC skills/Systems knowledge:

• Experience of MS office suite
• Experience of Asana, Hubspot & COHO (property management software) is an advantage
• Ability to learn systems quickly is required

What we offer:

• A key role that will challenge you and provide great progression and opportunities as the company grows
• Salary from £5 per hour and performance-based incentives
• A great opportunity to become a key player at an early stage of a small, dedicated and values-driven team
• Part time hours (3-4 hours per day) with the opportunity to increase
• A dynamic, supportive, and flexible work environment

How to apply:

If you are excited by everything that you have read above, then we encourage you to apply. Please send an email using the address on the “Contact” page of our website. Include a short video (3-4 mins) introducing yourself and what you feel you can bring to our business, plus attach a copy of your CV. Please enter “Part Time Property Manager” into the subject line.