Accommodation Administrator

Introduction

Accommodation Administrator

The Accommodation Administrator will provide efficient administrative and customer service support to the Accommodation Manager and wider accommodation team. The role will focus primarily on the day-to-day administration of the residence, ensuring that accommodation records, tenancy documentation, customer communications and operational processes are maintained accurately and efficiently.

The successful candidate will provide a professional and welcoming service to students, parents, colleagues and external stakeholders, while supporting the smooth running of the accommodation.

Main Responsibilities

• Provide day-to-day administrative support to the Accommodation Manager and accommodation team.
• Maintain accurate and up-to-date student, tenancy and accommodation records.
• Process and maintain tenancy/licence agreements, guarantor information and other relevant documentation.
• Assist with room allocations, bookings, lettings and occupancy records.
• Support check-in and check-out administration, ensuring all relevant documentation is completed and recorded.
• Respond to student, parent and stakeholder enquiries by email, telephone and in person.
• Maintain effective communication with students regarding accommodation, payments, maintenance, inspections and general enquiries.
• Assist with rent administration, payment records and outstanding balances, escalating issues where appropriate.
• Ensure all required documentation is completed, stored and maintained in accordance with company procedures.
• Assist with Right to Rent checks and ensure relevant documentation is recorded and stored appropriately.
• Maintain organised electronic and paper filing systems.
• Prepare reports, spreadsheets, correspondence and other administrative documents as required.
• Record and monitor maintenance and housekeeping requests and liaise with relevant contractors and colleagues to ensure issues are followed up.
• Assist with regular accommodation inspections and maintain accurate records of findings and actions.
• Support the administration of Health & Safety checks, compliance records and other statutory documentation.
• Assist with the organisation and administration of student activities and community events.
• Support marketing and promotional activities, including maintaining accommodation information, photographs and social media content where required.
• Assist with agent, parent and partner visits to the residence.
• Work collaboratively with colleagues within the accommodation and college teams.
• Maintain confidentiality and handle student information in accordance with company policies and data protection requirements.
• Provide general administrative support to ensure the residence operates efficiently.
• Undertake any other reasonable administrative duties requested by the Accommodation Manager.

Accommodation Administration

• Manage and update accommodation databases and systems.
• Process applications, bookings and room allocation information.
• Maintain accurate records of room availability and occupancy.
• Prepare and issue relevant accommodation documentation.
• Assist with student arrivals, departures and room changes.
• Ensure documentation is completed correctly and within required timescales.
• Follow up outstanding paperwork and information.
• Maintain accurate records of communications and actions taken.
• Assist with the preparation of regular occupancy and administrative reports.

Customer Service

• Provide a friendly, professional and responsive service to students.
• Deal with routine enquiries promptly and escalate more complex issues appropriately.
• Assist students with accommodation-related queries and provide accurate information.
• Communicate effectively with parents, college staff, contractors, agents and other stakeholders.
• Maintain a positive and welcoming environment within the residence.

Facilities & Maintenance Administration

• Log and monitor maintenance requests.
• Liaise with contractors and internal teams regarding outstanding works.
• Maintain records of completed and outstanding maintenance.
• Assist with scheduling inspections, repairs and servicing.
• Maintain records relating to housekeeping, maintenance and Health & Safety.
• Escalate urgent maintenance or safety concerns to the Accommodation Manager.

Compliance & Records

• Assist with maintaining compliance records in accordance with company policies and relevant legislation.
• Support the administration of Health & Safety documentation.
• Ensure Right to Rent documentation is checked and recorded in accordance with company procedures.
• Ensure relevant tenancy and student documentation is securely stored.
• Assist with maintaining records required under the ANUK accreditation scheme.
• Ensure confidentiality and appropriate handling of student and staff information.

Candidate Profile

The successful applicant will be:

• Customer-focused and professional.
• Highly organised with excellent attention to detail.
• Confident communicating with students, parents, colleagues and external stakeholders.
• Proactive and able to work independently.
• Comfortable working with databases, spreadsheets and administrative systems.
• Able to prioritise tasks and meet deadlines.
• Reliable, approachable and professional.
• A strong team player.
• Flexible and willing to assist with the wider operation of the residence when required.

Essential Skills & Experience

• Previous experience in administration, customer service, hospitality, student accommodation or a similar environment.
• Strong administrative and organisational skills.
• Excellent written and verbal communication skills.
• Good attention to detail and accuracy.
• Experience maintaining records and handling confidential information.
• Good IT skills, including Microsoft Office, email and spreadsheets.
• Ability to manage competing priorities and meet deadlines.
• Ability to work effectively as part of a team.
• A professional and customer-focused approach.

Working Arrangements

Job Type: Part-time, Permanent

The role may require flexibility during busy periods, particularly around the annual student intake.

The company operates an annual leave blackout period from 10 August to the end of September each year to support the new academic intake.

The role may also involve providing out-of-hours support for emergencies, where required.