Portfolio & Maintenance Support Assistant- Chapmans Property Lettings & Management

Job Title:           PORTFOLIO & MAINTENANCE SUPPORT ASSISTANT (vacancy filled)

Type:                 Modern Apprenticeship

Contract:            Permanent

Salary:  £15,000-£19,000 (dependant on applicant and experience)

Full Clean Driver’s License REQUIRED

Chapmans is a fast paced and highly rated lettings and management business based in Roseburn in Edinburgh. We provide a vital service to both our Landlords – who need someone they can trust to manage and let their properties – but also to our Tenants for whom we provide a home and a safe and happy place to live.

We provide this service to a wide range of Landlords – from Investors, First Time Landlords, Executries and clients moving to us from other agencies. Our Landlords live locally and abroad.  Our Tenants are diverse and can be students, families, elderly people, executives and young people moving out of their family homes and living independently for the very first time.

This is a fast-paced business environment which is ideal for an ambitious, quality driven individual who has a passion for property and people.  This is a real opportunity for someone who excels and flourishes in communication and working as part of a small team.

Work Environment

Working in a small team based at our office in Roseburn (EH12 6AW) and there will be potential to go out to visit properties. We are a happy but very busy team and we are all willing to work hard to help each other out.  We do regular team training days, weekly team meetings, morning Zoom calls and also always open to doing some fun afterwork activities.                         

Duties and Responsibilities

Duties that will be carried out will be essential to the smooth running of the team and business.  These include but are not limited to the following and we may ask you to take on added responsibilities beyond the job title:

Supporting the Lettings Team with the following tasks (c70% of your time):

  1. Dealing with phone-based enquiries from potential tenants looking to rent a property as well as landlord and existing tenant enquiries and working towards full ownership of our online viewing booking system
  2. Monitoring the email inbox
  3. Key management (logging keys in and out to contractors)
  4. Window displays, Virtual Tours, YouTube channel work
  5. Providing cover for inventories and check out inspections
  6. Switching over utility accounts and council tax accounts when tenants move in and out
  7. Assisting the whole team in the smooth running of the business and the delivery of exceptional customer service – this may incorporate some office administration types of roles, to marketing projects, preparation of invoices for payment etc.
  8. Occasionally Showing prospective tenants around properties and asking for feedback if we require staffing cover

Supporting Head of Maintenance and Accounts with the following tasks (c30% of your time):

  1. Adding on invoices following the completion of maintenance works
  2. Filing invoices
  3. Responding to minor maintenance items as your skill set develops
  4. Speaking to contractors – checking they have completed a job, preparing keys (if in Edinburgh), chasing them for invoices
  5. GDPR compliance schedule for contractors – completing onboarding of contractors and keeping our records compliant.
  6. Keeping maintenance logs up-to-date and keeping all parties informed

Person Specification/ what qualification/ qualities are required?

We are looking for someone who is/has/will:

  • Excellent communication skills – both written and verbal
  • Excellent telephone manner – polite, helpful, and confident in fielding all types of calls
  • Must be a genuine team player
  • Highly organised
  • Works well under pressure and can multitask within tight deadlines
  • Excellent administration experience e.g., maintaining Company filing systems and adhering to Company and Regulatory documentation and procedures
  • Experience of diary management e.g., for viewings/ inspections
  • Can provide accurate and timely information to colleagues, tenants and clients
  • Will promote and develop healthy working relationships with fellow colleagues, tenants and clients
  • Can adopt a flexible working attitude to provide support across the Company to ensure team success
  • Will be open to any changes on working practices and development within the role
  • Good organisational skills
  • Well presented
  • Personable
  • Reliable
  • Energetic
  • Keen to learn and get involved
  • Confident and enthusiastic with a desire to deliver outstanding customer service
  • You must be curious– you should be interested in exploring issues, using practical and soft skills to try and work around sometimes difficult and challenging situations. An openness to constant learning is essential
  • IT savvy – technology is changing the way we do business all the time and we are keen to take on staff who have genuine aptitude for this, not afraid to ‘Google” a solution, and wish to embrace social media and marketin

How to Apply: 

Please send your CV to lewis@limelightcareers.co.uk with a covering letter answering the following questions:

APPLICATIONS WITHOUT A COVERING LETTER WILL NOT BE LOOKED AT. PLEASE ALSO ASNWER THE FOLLOWING QUESTIONS:

  1. If someone – a friend or colleague – were to describe you, what words would they use?
  2. Why do you want to work within the Letting/ Property sector? What excites you about it?
  3. What motivates you to get up in the morning?
  4. Why are you applying for this particular role?
  5. Explain how you meet the criteria as set out in the Qualifications/ Qualities section above


Closing Date:

Friday 13th August