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Lettings Coordinator/Administrator

£18000 - £18000
OTE £0

Job Location

Our client is a multi branched independent agency with disciplines covering Estate Agency, Lettings, Property Management, Auctions, Surveying and Investment.
Due to expansion they are looking to recruit an experienced Lettings Administrator to join the team dealing with ended tenancies and deposit refunds.
Job Responsibilities: -
The following points are the essential elements of your job.  Your effectiveness as a Lettings Administrator will be assessed on a continual basis.  It is your responsibility to learn the skills necessary to perform your job.  Guidance is available from the Training Department and if you are uncertain about any of your responsibilities, it is your duty to seek advice.
• Liaise with landlords over extending existing tenancies by following procedure
• Draw up appropriate legal documentation for renewed tenancies and liaise with landlords/tenants accordingly
• Follow the end of tenancy procedures fully and in a timely manner
• Ensure all software systems are updated throughout the process
• Communicate well with the landlord, tenant and branch throughout the process
• Ensure branches are aware that they should be re-marketing properties that are vacating with immediate effect
• Ensure branches are aware of the landlords contract term and internal procedure for re-marketing a property
• Keep familiar with available properties that are managed and report weekly on the status of said properties
• Ensure all advertising is thorough and up to date on an available managed property
• Ensure all monetary accounts are amended correctly
• Ensure all utility companies are informed of move out dates and meter readings
• Liaise regularly with Home Surveyor at the end of a tenancy and ensure all procedures are followed thoroughly
• Ensure all works required at the end of a tenancy are carried out well and within a timely manner
• Ensure full communication is kept with landlord and tenant at the end of a tenancy, particularly where works are required
• Ensure all internal procedures are followed and documented correctly
• Follow and ensure correct processes are in place to release deposits on receipt of landlords instructions
• Be fully aware of DPS (Deposit Protection Scheme) policies and procedures and any changes at all times
• Negotiate any deposit disputes between landlords and tenants to ensure an amicable agreement with both parties, whilst always acting in the best interests of the landlord and tenant
• Adhere to strict timescales with the DPS and update landlords and tenants continually throughout the process
• To respond to all Statutory Declarations immediately and no less than 48 working hours
• To ensure the accounts team within Property Management are aware of any monies due in from the DPS and are allocated accordingly
• Ensure good communication between landlords, tenants and branches at all times
• Respond to all ex-tenant reference requests in a timely manner and ensure procedure is followed
• Serve Section Notices where required and ensure procedure is followed in line with the Housing Act 1988
• Ensure all Section Notices served are logged on the workbook and, where applicable, expiry dates are diarised
• Ensure all software systems are fully updated and all processes are documented
• Report weekly figures detailing status of all ended tenancies to Department Manager
• Any other reasonable task not described above
Knowledge, skills and behaviours: -
• Build good rapport with landlords and tenants
• Act with honesty and diligence at all times
• Ensure good PC knowledge so can generate/update/use spreadsheets
• Maintain knowledge of changes to legislation and/or procedures that affect the role
• Presents a professional and efficient image at all times
• Good communication and influencing skills with ability to gain immediate trust and credibility on the phone with landlords & tenants
• Confident with inbound/outbound calling and dealing face-to-face with customers
• Comfortable working in a pressurised/targeted environment and prioritising duties
• Supportive of team to ensure good levels of service
• Ability to use/act on own initiative when dealing under pressure
• Self-motivated, enthusiastic and a team player
• Shares ideas, problems and successes to promote an open relationship with the team
• Actively seeks to develop and improve own and team’s performance
For more information on this position please contact [email protected]