Lettings Agency Administration Assistant

  •  Location           Sheffield
  • Term                 Permanent (initially 2 years with likely extension) 
  • Salary               £18,000 pro rata (actual salary £14,400)
  • Holidays           38 days pro rata (including bank holidays)
  • Other                Death in service insurance; 6% pension contribution – from employer
  • Hours                28 hours per week (flexibility around days/hours worked)
  • Reporting to    Head of Services


Four Trees Lettings is the trading arm of Nomad Opening Doors. Nomad is a charity that helps people who are homeless or at risk of homelessness to access shared accommodation. Four Trees Lettings is a new lettings agency that offers landlords a full management service for HMO properties and private rented accommodation. 

Key Responsibilities and Duties

Assisting the Letting Coordinator and Housing Officer with admin related duties. This will include to: 

  • Act as an initial point of contact for clients and landlords. Answering the telephone, taking clear and effective messages. 
  • Prepare tenancy packs for new tenants 
  • Prepare landlord packs for potential landlords 
  • Add tenant details onto our rent system 
  • Add new landlords onto our rent system 
  • Add new properties onto our rent system 
  • Prepare assessment packs for potential tenants 
  • Assist with property inventories 
  • Assist with end of tenancy procedures 
  • Assist with property viewings 
  • Assist with new tenancy sign-ups 
  • Write arrears letters to tenants 
  • Compile tenant files 
  • Compile landlord files 
  • Maintain accurate records 
  • Enter data and manage database
  • Manage digital archiving 
  • Support the team in preparing for events and meetings including arranging refreshments and booking meeting rooms/venues 
  • Maintain confidentiality and ensure that all systems comply with GDPR (General Data Protection Regulation) obligations 
  • Undertake any other duties relevant and appropriate to the post

Person Specification

In general, the Administration Assistant requires an orderly and business-like approach to their duties, using initiative and being pro-active. 

Essential Skills

  • Literate, numerate, and willing to learn to use Payprop online rent software  
  • Excellent attention to detail 
  • A “can do” attitude and willingness to learn 
  • Good administrative and IT skills including the use of Microsoft Office 365 
  • Excellent organisational skills – able to manage their time effectively 
  • Comfortable working as part of a team and on their own 
  • Excellent communication and interpersonal skills; able to communicate effectively with a wide range of personnel 
  • Able to provide a professional response at all times 

This job description is not a definitive list of tasks, it is designed to give an overview of the job. It is envisaged that the post-holder will use their own initiative and develop the job so the Charity/Lettings agency’s aims are achieved. It should be noted that the Lettings Agency is a small organisation and it may be necessary to step beyond the areas outlined above to support or provide cover for others.  

For more information:

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For more information about the role call Karen Awdhali on 0114 3210262

To apply, please submit your CV with covering letter detailing how you meet the skills and experience listed in the person specification to [email protected]

Deadline for completed applications: 22nd November 2021 
Interview day: 25th November 2021

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