Team Administrator (Client & Operations Coordinator)

Full-time | Permanent

Chapmans Property Lettings and Management is hiring.

As we continue to grow and refine how we operate, we’re looking for a highly organised, proactive Team Administrator to become the operational backbone of our office.

This is not a background admin role. It is a front-of-house, client-facing position that plays a key part in how the business runs day to day. You’ll shape first impressions, protect the team’s time, and make sure everything operates smoothly behind the scenes.

You will be the first voice on the phone, the first person to welcome clients into the office, and the person who keeps the detail moving across the business.

You’ll work across the entire team, supporting property managers and helping coordinate the operational side of the business.

From the outset, your role will span three key areas: client contact, team support, and office coordination.

You’ll manage incoming calls and emails, ensuring queries are handled efficiently and directed to the right place. You’ll act as a professional point of contact for tenants, landlords and contractors, keeping conversations focused while maintaining a warm, approachable tone.

Alongside this, you’ll support the day-to-day running of the portfolio behind the scenes. This includes assisting with inspection scheduling and tracking, coordinating access for contractors and viewings, helping with tenancy-related admin such as check-ins and check-outs, and logging key information accurately across systems.

You’ll also take ownership of the practical organisation of the office, from managing keys and supplies to supporting vehicle and equipment coordination. Your role is to make sure the environment is set up for the team to operate effectively at all times.

There may also be opportunities to support light marketing and administrative tasks, including preparing property details and assisting with social media, depending on your strengths and interests.

In short, you’ll be the person who joins the dots so the team can focus on delivering a high standard of property management.

This role offers real scope to grow with the business.

Over time, there is the opportunity to develop into a more senior operational position, depending on your strengths and interests. This could include roles such as:

• Operations Coordinator
• Office Manager / Practice Manager
• Operations Manager

As you take on more responsibility, your role, title and package will evolve accordingly.

• A confident, professional phone manner, able to keep conversations focused
• Strong organisational skills and attention to detail
• Comfortable using computers and learning new systems quickly
• Previous experience in an office-based, client-facing or call-handling role is highly desirable
• Clear written communication for emails and internal notes
• Full clean driving licence

• Proactive and switched on
• You think ahead, spot what needs doing, and take ownership.
• Calm under pressure
• You understand what is urgent (phones, access, inspections) and what can wait.
• Confident but not overbearing
• You’re comfortable asking questions, clarifying priorities, and pushing back politely when needed.
• A natural organiser
• You like things to be structured, tidy and running well.
• A team player
• You enjoy supporting others and being part of a close, high-functioning team.
• Practical and hands-on
• You’re happy to get involved where needed, whether that’s coordinating access, helping with logistics, or keeping the office running smoothly.

Chapmans is an independent lettings and property management company based in Edinburgh since 2011.

We operate differently from larger agencies. Our model is built around:

• Lower property-to-staff ratios
• Greater oversight and involvement
• A focus on long-term relationships over volume

We are known for being thorough, proactive and detail-driven, and this role is central to maintaining that standard.

• A genuinely important role in the business
• This isn’t a typical admin role. You are central to how the team operates.
• A supportive, close-knit team
• We expect a lot, but we work collaboratively and back each other.
• A business with clear direction
• We are continually refining and improving how we operate. It’s an exciting time to join Chapmans as we grow and evolve the brand.
• Progression opportunities
• There is real scope to grow into a more senior operational role.
• Recognition and responsibility
• Your contribution will be visible and valued.

• Location: Roseburn, Edinburgh
• Hours: Full-time, office-based
• Salary: £25,000 – £28,000 (depending on experience)
• Pension
• Informal flexi-time
• Healthcare insurance (where applicable)
• Ongoing development and progression opportunities

To Apply

Please send your CV and a short covering note (150–250 words) outlining:

• Why this role appeals to you
• What you would bring to the team
• What you’re looking for in your next step

If you’d like to stand out, you’re welcome to include a short (1–2 minute) video introducing yourself and why the role appeals.

CLOSING DATE: 5pm on Thursday 30 April 2026

All applications should be sent to edyta@chapmanspm.co.uk