Part-Time UK Property & Tenancy Coordinator

We are a UK landlord with an established residential property portfolio and plans to expand. We are looking for a highly organised, dependable Property & Tenancy Coordinator to take ownership of tenancy administration, tenant communication, licensing records and compliance deadlines.

The main objective is to build and maintain an auditable property-management system. We should be able to see what needed doing, what was done, when, by whom and the supporting evidence. You will be expected to identify missing information and upcoming obligations proactively, use current authoritative guidance and escalate uncertainties.

Key responsibilities

• Handle tenant enquiries and maintain dated records of issues, actions and outcomes.
• Repairs administration: maintain a dated record of tenant repair reports, photographs, decisions, appointments and outcomes. Obtain initial information, prepare drafts, coordinate tenant access when instructed and follow up for completion evidence. The landlord will normally select contractors, discuss work directly and approve quotations and expenditure. You will contact contractors or arrange work only when instructed or under an agreed routine procedure.
• Administer routine compliance appointments, such as annual gas-safety checks, using approved contractors and documented procedures. Escalate failures, remedial work, costs and uncertainties.
• Maintain accurate property and tenancy files, certificates, inspection records and compliance reminders.
• Check licensing requirements with the relevant local council; prepare applications and renewals, track licence conditions and retain evidence.
• Coordinate arrears follow-up using payment information supplied by our finance colleague.
• Prepare approved tenant letters, rent-review paperwork and draft formal notices for the landlord's review.
• Monitor relevant changes, including Renters' Rights Act processes and government rental-property registration requirements as they become applicable.
• Provide a concise weekly report covering outstanding matters, upcoming deadlines and decisions required.

New lettings and tenancy setup

When a property needs letting, you will coordinate advertising, enquiries, local viewings, referencing, Right to Rent checks, current tenancy documentation, deposit administration, prescribed information and move-in arrangements.

You will develop and maintain a checklist using current NRLA, ---------- and relevant council guidance, tailored to each property and tenancy. Every step should identify its deadline, responsible person, required evidence, completion date and any approval needed.

Systems and resources

We have NRLA membership, including guidance, templates, checklists and access to advice, as well as other landlord resources. We are considering NRLA Portfolio but have not yet selected or configured the final management system.

Routine physical letters may be sent remotely using an approved service. Serious legal documents will be reviewed and handled by the landlord, with copies, posting evidence and follow-up retained in the records.

Potential future responsibility

If we develop a “sell my house quickly” enquiry portal, the role may later include maintaining records of homeowners contacted, setting follow-up reminders, preparing and sending approved follow-ups, and flagging enquiries requiring the landlord's attention. Tenancy management, licensing and compliance will remain the main priorities, and hours will be reviewed if this additional work grows.

Experience and working arrangements

Direct experience supporting UK landlords or letting agencies—particularly English residential tenancies—is strongly preferred. Excellent written English, careful record-keeping, initiative, sound judgement and reliable follow-through are essential.

The initial commitment is approximately 15 hours per week, spread across weekdays with some UK working-hours overlap. Additional agreed hours may be available during the initial portfolio setup, new lettings and major compliance projects. Further support may also be needed as government rental-property registration requirements are introduced, including preparing information, registering the landlord and relevant properties, retaining evidence and maintaining or renewing records in line with current guidance.

Pay is US$5 per hour.

The landlord will approve tenants, rents, contractors, significant expenditure, remedial works and formal legal action. Local contractors or agents will handle physical visits and works. You must recognise when specialist or legal advice is required.

To apply, please answer these questions:

1. Describe your direct experience with UK residential property, landlords or letting agencies. Which tenancy and compliance tasks have you personally handled?
2. How would you create an auditable system showing each obligation, deadline, responsible person, evidence and completion date?
3. If asked whether a property needs a council licence, how would you research and document the answer?
4. Give an example of a repair, tenant issue or compliance matter that you followed through from first report to verified completion.
5. What hours can you work, and what UK-hours overlap can you provide?

Shortlisted candidates may be invited to complete a short paid practical assessment.