Estate Agent Administrator jobs

Job Description: Property Administrator

Companies: Fastmove Property & Matt Morrison Property

Location: Galashiels, Scottish Borders

Contract: Full time, permanent

Reports to: Director/Head of Sales

Salary: TBC

About the Role

Fastmove Property and Matt Morrison Property are busy, growing property businesses operating across the Scottish Borders and beyond. We are looking for an organised, reliable and proactive Property Administrator to join our Galashiels office. You will be the engine room of the business, keeping listings, viewings, paperwork and finances running smoothly while also providing personal assistant support to the Director.

This is a varied role suited to someone who enjoys juggling tasks, takes pride in accurate work and is comfortable communicating with clients, solicitors, photographers and other contractors.

Key ResponsibilitiesProperty Listings and Marketing

• Prepare and upload property listings to the relevant online portals and platforms, ensuring descriptions, images and details are accurate and up to date
• Update, amend and withdraw listings as properties are sold, reserved or change in price
• Keep the businesses' websites and social media listings consistent with portal advertising

Home Reports and Photography

• Book Home Reports with surveyors and chase for completion and delivery
• Arrange professional photography, floorplans and EPCs where required
• Liaise with sellers, surveyors and photographers to confirm access and appointment times
• Save and file all reports and media in the correct property records

Viewings

• Arrange and confirm viewings with buyers, sellers and agents
• Maintain the viewing diary and send reminders to all parties
• Collect and record viewing feedback and pass it to the Director and sellers promptly

Property Administration

• Maintain accurate property and client records on our systems
• Process offers, notes of interest and sale progression paperwork
• Liaise with solicitors, lenders, sellers and buyers to keep sales moving
• Complete compliance and identity checks as required
• Keep digital and paper filing organised and up to date

Finance and Invoicing

• Raise and send invoices accurately and on time
• Save and file all invoices, receipts and supporting documents in the correct locations
• Track outstanding payments and flag anything overdue to the Director

Email and Document Production

• Manage the shared inbox, responding to enquiries or routing them to the right person
• Draft, format and proofread letters, emails, contracts and other documents using Word and similar software
• Maintain templates and ensure consistent, professional presentation

Portfolio Support for the Director

• Assist with day-to-day tasks relating to the Director's property portfolio
• Coordinate council tax, utilities & general good practice
• Keep portfolio records, schedules and key dates up to date

Ad Hoc PA Support

• Manage the Director's diary, calls, appointments and travel arrangements
• Prepare documents, reports and information as requested
• Handle general errands and one-off tasks as they arise

Person SpecificationEssential

• Excellent organisational and time management skills, with the ability to prioritise a busy workload
• Strong written and verbal communication skills
• High attention to detail and accuracy
• Competent with Microsoft Word, Outlook and Excel, or equivalents
• Comfortable working independently and as part of a small team
• Discreet, trustworthy and professional when handling confidential information
• Own transport and ability to work from our Galashiels office

Desirable

• Previous experience in estate agency, property management, lettings or a similar administrative role
• Knowledge of the Scottish property market and sales process
• Experience with property portals and CRM or property management software
• Experience with invoicing or basic bookkeeping software

What We Offer

• Full-time, permanent position in a growing local business
• Varied work with real responsibility and the chance to develop
• Close working relationship with the Director

How to Apply

Please send your CV and a short covering letter to matt@mattmorrisonproperty.co.uk, quoting "Property Administrator". We will be looking for someone to start likely in January 2027 to our new refurbished offices.

Fastmove Property and Matt Morrison Property are equal opportunity employers.

Pay: From £25,500.00 per year

Benefits:

• Casual dress
• Company pension
• Free parking
• On-site parking
• Transport links

Application question(s):

• Have you worked in the property sector before?

Work Location: In person