Post Tenancy Administrator

Leader

Location:

Manchester

Employment Type:

Full-time Role Overview The Post Tenancy Administrator is responsible for managing all administrative and compliance processes that occur after a tenant vacates a property. This role ensures a smooth transition between tenancies, protects the landlord's interests, and maintains high standards of service for both landlords and outgoing tenants. You will coordinate deposit returns, property condition reporting, contractor works, compliance checks, and preparation for re-letting, ensuring minimal void periods and efficient turnaround of properties.

• Process tenancy check-outs in line with company procedures
• Review check-out reports against inventory reports
• Assess property condition and identify required works
• Liaise with property managers and Senior Account Managers regarding damages and issues

• Negotiate deposit deductions between with the tenant where needed
• Prepare evidence and documentation for deposit disputes
• Submit cases to deposit protection schemes when required
• Ensure timely and compliant return of deposits

• Arrange cleaning, repairs, and maintenance works following check-out
• Obtain quotes and instruct contractors
• Monitor completion of works to agreed standards and timelines
• Approve invoices and update records

• Arrange any required safety inspections
• Confirm property is ready for marketing and new tenancy
• Coordinate with the lettings team to minimise void periods

• Maintain accurate records of post-tenancy processes
• Update CRM/property management systems
• Prepare reports for landlords where required
• Handle correspondence with tenants, and contractors

• Act as the main point of contact for outgoing tenants regarding deposits
• Provide clear, professional communication to Senior Account Managers
• Resolve disputes calmly and professionally

• Previous experience in lettings, property management, or administration
• Strong understanding of tenancy deposit regulations and dispute processes
• Excellent organisational and time management skills
• High attention to detail and ability to review reports thoroughly
• Strong communication and negotiation skills
• Ability to manage multiple properties and deadlines simultaneously
• Proficient in property management software and Microsoft Office

• Experience handling deposit disputes through TDS/DPS/My Deposits
• Knowledge of property compliance requirements

• Methodical and process-driven
• Calm under pressure and able to manage conflict professionally
• Proactive and solution-focused
• Team player with a customer-first mindset

X1 Sales and Lettings in Media City are looking to recruit a Post Tenancy Administrator to join our Media City Branch, with an immediate start. A full UK driving license is essential for this role.

Welcome to X1X1 Sales and Lettings has been a rapidly expanding business over the last 11 years, with offices in Liverpool, Leeds, Manchester and Kent, an expert qualified team base of over 130 team members and a managed portfolio of over 5000 properties across the Northwest and Kent. X1 Sales and Lettings is the subsidiary company to X1 Developments, responsible for the successful completion and occupation of new developments and the competent management of occupied X1 sites.

Our X1 goal is develop a culture built around exceptional people, exceptional products and exceptional customer service. For more information please visit the X1 Lettings & X1 Developments website or our social media pages.

Our Values We pride ourselves on developing and rewarding our team and making sure everyone plays a part in the continuing success of our company. We operate by the values of Teamwork, Accountability, Quality, Fun, Compliance and Flexibility. Awards and Accolades We love what we do and we are proud of our achievements. As an agency, we are committed to the utmost of professionalism within the sector and are delighted to be continually recognised for our contributions within the industry.

In 2023 - for the third year running - the UK Property Awards recognised X1 as the Best Lettings Agency in Manchester along with being recognised in 2022 as the Best Lettings Agency in Merseyside. Named as a gold winner in the 2021 British Property Awards, The Negotiator awards - one of the biggest names in the industry - also recognised X1 as Lettings Agency of the Year in 2021.

We continue to strive to deliver - and recruit - the best within the industry.

Job Title:

Post Tenancy Administrator Department:
Property Management Turn Around Team

Reports to:

Property Manager Team