Property Clerk Employment Contract UK

Responsibilities reflected in the contract

• Maintain property tenancy and client files.
• Track inspections certificates and key dates.
• Coordinate approved contractors and appointments.
• Process invoices evidence and routine correspondence.
• Report missing records defects and overdue action.

A realistic working scenario

Based in office, client premises or remote systems, the Property Clerk manages viewing bookings, issues keys or access instructions, updates property and applicant CRM entries, issues contractor instructions within authorised limits, logs inspection findings and escalates maintenance, safeguarding or compliance cases to the branch manager or lettings manager.

Outputs to agree

• Accurate property and tenancy CRM records, including viewing logs and pipeline status updates.
• Cleared and dated viewing and access instructions, key issue/return logs and appointment confirmations.
• Contractor instruction notes and maintenance escalation forms submitted to maintenance and lettings teams.
• Client/landlord updates and consent records for access, repairs and compliance checks.

Records and evidence

• Property and applicant CRM entries with status, viewing history and follow-up actions.
• Viewing and instruction records: date, time, attendees, key/access reference and outcome.
• Key issue and return log with signatures or electronic receipts.
• Compliance and client-file records for safety checks, maintenance requests and escrow notes.
• Contractor instruction and invoice referral notes linked to maintenance records.
• Work records.

Reporting relationship

Typically reports to Line Manager or Department Manager. Confirm the employer's actual reporting structure in the builder.

Authority and escalation

• May arrange viewings, record access and issue keys using the property management system. Contractor instructions may be issued only within written authorisation or supplier agreements; other work orders and any safety, safeguarding or regulatory disclosure must be escalated to the branch manager or lettings manager for approval before commitment.
• Obtain approval before committing expenditure, changing contractual commitments or making regulated or staffing decisions outside the assigned role.

Tools and systems

• Property management systems.
• Inspection tools.

Workplace context

• Office, client premises, remote systems or assigned work locations.

Contract priorities

• Keep property and applicant CRM records accurate and up to date at each handover.
• Log and timestamp viewing, key and access records at the time of action.
• Escalate maintenance, safety, safeguarding and compliance disclosures immediately to the branch manager or lettings manager.
• Only issue contractor instructions when covered by written authorisation or supplier agreement.
• Protect customer, landlord and operational records and report any suspected unauthorised access promptly.

Information the employer should prepare

• the portfolio property and tenure types
• the database file and diary systems
• the key certificate and contractor processes
• the invoice spending and communication authority
• the inspection travel and escalation duties