Overview
The Pre-Tenancy and Compliance Coordinator is responsible for managing the administrative process of new tenancies and re-lets, ensuring that all compliance checks, documentation, and contracts are completed accurately and on time. You will also be responsible for day-to-day landlord, property and contractor compliance tasks across the lettings portfolio, including monitoring certification expiries, arranging renewals, and maintaining accurate compliance records.
The role supports the smooth onboarding of tenants, reducing void periods and protecting the business from compliance risk, whilst ensuring that the company meets all statutory requirements and protecting tenants, landlords, and the business. This includes coordination with landlords, tenants, contractors, and internal colleagues.
Key Responsibilities
* Maintain accurate compliance records and/or due diligence mitigation for Gas, EPC, EICR, Licensing & Smoke & CO Alarms.
* Liaise with central Operations to instruct internal License applications.
* Chase landlords and contractors for renewals ahead of expiry.
* Process and log AML and Right to Rent checks.
* Ensure compliance data is entered correctly into CRM systems.
* Escalate non-compliant cases to Central PM Manager.
* Contribute to audit preparation and quality assurance processes.
* Manage pre-tenancy checks, including AML and Right to Rent requirements.
* Prepare and issue tenancy agreements and supporting documentation.
* Coordinate with field Residential Lettings agents & Property Managers, landlords, tenants, and contractors to ensure readiness for move-in.
* Maintain accurate records in our CRM system.
Role Competencies
* Attention to Detail: Ensures accuracy in tenancy documents and in managing compliance data.
* Organisational Skills: Ability to prioritise workload and manage deadlines, whilst managing multiple cases.
* Communication: Clear, professional communication with landlords, contractors, and tenants.
* Compliance Knowledge: Understanding of key statutory requirements.
* IT Proficiency: Confident in using CRM and document management systems.
* Customer Focus: Commitment to providing excellent service to landlords and tenants.
* Teamwork: Collaborative approach, supporting Managers and colleagues.
Core Competencies
* Works well with others to create a team spirit and an enjoyable working environment.
* Delivers outstanding customer service by exceeding expectations.
* Follows company standards and procedures.
* Demonstrates professionalism, honesty and integrity.
* Demonstrates a thirst for development.
Benefits
* Salary: £26,500 to £29,500 OTE per year
* Full-time working hours: 9am to 6pm (Monday to Friday). Saturdays as required with time off in lieu.
* 30 days annual leave (includes bank holidays).
* Comprehensive training and career development opportunities.
* Employee Assistance Programme (24/7 confidential helpline).
* Eye care allowance and other wellbeing benefits.
* Employee Referral Bonus.
* Company Pension Scheme.
Eligibility & Equal Opportunities
Legal entitlement to live and work in the UK. Evidence of right to work (e.g., Passport/Birth Certificate) and proof of address and National Insurance may be required during the application process. Spicerhaart is an equal opportunity employer and welcomes applicants from all backgrounds. We are committed to equal employment opportunity regardless of race, colour, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability or gender identity.
Note: This description reflects the responsibilities and requirements of the role as currently understood. Any references to external links or promotional language have been removed to ensure focus on job responsibilities and qualifications.
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