Property & Lettings Administrator

Who are we & what we do

Pole Star Group is a leading Enterprise Asset Management (EAM) solutions provider dedicated to enhancing safety, efficiency, and operational excellence across critical sectors such as Railways, Highways, and Healthcare. Our comprehensive suite of solutions, including Systems, Inspections, and Maintenance, empowers organisations to optimise asset performance and ensure the highest safety and reliability standards.

Alongside our EAM expertise, Pole Star Property provides professional property management and lettings services, supporting landlords and tenants with compliant, well-managed residential properties. From day-to-day property administration and inspections to tenant onboarding and ongoing support, our property team applies the same principles of care, governance, and operational excellence that underpin everything we do across the Group.

We care about doing things properly, for our people, our planet, and our clients. Our Integrated Management System (IMS) helps us meet high standards across quality (ISO 9001), environment (ISO 14001), health & safety (ISO 45001), and information security (ISO 27001). We all contribute to this, in big and small ways, by following processes, working safely, reducing waste, protecting information, and raising a hand when something doesn’t look right. We don’t need to be an expert - just thoughtful, responsible, and ready to support our ongoing improvement.

Our Values:

At Pole Star Group, we believe in a culture defined by our core values:

• People 1st 🧑‍🤝‍🧑❤️: We believe that our employees are our greatest asset. We foster a supportive and inclusive environment where everyone can thrive and contribute their best. By investing in our people, we ensure exceptional service and value for our customers.
• Customer Obsession 📈🤝: Our customers are at the heart of everything we do. We strive to exceed their expectations through innovative solutions, exceptional service, and a relentless focus on their needs and satisfaction.
• Disruptive Innovation 💡🚀: We embrace change and encourage creativity. We are not afraid to challenge the status quo and pursue bold ideas that drive progress and set us apart from the competition.
• Integrity 🛡️✅: We conduct our business with the highest levels of honesty and transparency. We are committed to ethical practices and building trust with our employees, customers, and partners.
• Excellence 🌟🎯: We aim for excellence in all our endeavours. We set high standards, continuously improve, and celebrate our successes while learning from our challenges.
• Have Fun 😄🎉: We believe that balancing hard work and fun is key to success. We foster a dynamic and enjoyable work environment where teamwork, enthusiasm, and a sense of adventure are encouraged.

The Role:

We are looking for a highly organised and proactive Property Administrator to support the day-to-day running of our property management agency in Lichfield.

This is a varied and hands-on role, combining front-of-house responsibilities with property administration and customer service. You will be the first point of contact for tenants, landlords, and contractors, playing a key role in ensuring our properties are well managed and our clients receive a professional, responsive service.

Reporting into our Operations Manager, you will work with a high level of autonomy day to day, while having clear support and direction when needed. As the sole office-based role, this position suits someone who is confident working independently, able to prioritise effectively, and comfortable managing a wide range of administrative and property-related tasks, including viewings, inspections, and tenant processes.

Key Responsibilities:

Property Administration & Office Support

• Act as the first point of contact for tenants, landlords, and contractors, providing a professional and welcoming front-of-house service.
• Manage incoming enquiries via phone, email, and in person, ensuring timely and accurate responses.
• Maintain accurate property records, tenancy files, and compliance documentation.
• Support the day-to-day administration of the office, ensuring smooth and efficient operations.

Lettings & Tenant Support

• Coordinate and conduct property viewings, providing clear information and a positive experience for prospective tenants.
• Support tenant onboarding, including check-ins, inventories, and key handovers.
• Assist with tenancy renewals, documentation, and general tenant queries throughout the tenancy lifecycle.
• Liaise with landlords to provide updates and respond to routine enquiries.

Property Inspections & Compliance

• Carry out routine property inspections and prepare clear, accurate reports.
• Assist in monitoring property compliance requirements, including safety certificates and inspections.
• Log maintenance issues and coordinate repairs with approved contractors, following up to ensure timely resolution.

Contractor & Maintenance Coordination

• Liaise with contractors to arrange maintenance works and repairs.
• Track work progress and ensure jobs are completed to an appropriate standard.
• Maintain records of contractor visits, invoices, and completed works.

General Duties

• Support the Operations Manager with ad-hoc administrative and operational tasks as required.
• Contribute to continuous improvement of office processes and customer experience.
• Ensure all activities are carried out in line with company policies, procedures and relevant legislation.

Essentials we are looking for:

• Previous experience in a residential lettings, property administration, or customer-facing property role.
• Highly organised with strong administrative skills and the ability to manage multiple tasks and priorities.
• Confident communicator with a professional and friendly approach when dealing with tenants, landlords, and contractors.
• Comfortable working independently and taking ownership as the sole office-based role.
• Full UK driving licence and access to a car, with flexibility to attend property viewings and inspections as required.
• Competent IT skills, including confidence using property management systems, Microsoft Office, and email.
• A strong attention to detail, particularly when managing property records and compliance documentation.

Stuff we’d love, but isn’t essential...

• Knowledge of residential property compliance requirements, such as gas safety, EPCs, and right to rent checks.
• Local knowledge of Lichfield and the surrounding area.
• A recognised property qualification (e.g. ARLA or equivalent).
• Confidence supporting marketing activities such as property listings or viewings follow-ups.

Why Join us…

• Be part of a dynamic team that values innovation, collaboration, and personal growth.
• Enjoy a supportive work environment with opportunities for professional development.
• Contribute to meaningful projects that enhance safety and efficiency in critical sectors.
• Participate in a culture that prioritises work-life balance and fun.
• A level of travel will be required.

Benefits

• 25 Days Holiday (plus Christmas shutdown)
• Benefits Package and Pension