Proactive Personnel are currently recruiting for a Lettings Administrator on behalf of a rapidly growing property development and management company that create authentic living spaces across the UK at affordable prices. As well as providing effective building upkeep and efficient tenant care, they understand the challenges of everyday living and strive to go above and beyond in lettings and property service management. With residential apartment blocks in Nottingham, Leicester, Rugby and Newcastle, and more developments opening in and 2024, we are seeking enthusiastic and motivated individuals to join our small, friendly teams and build upon our reputation of exceptional service delivery.
Purpose of the role:
The Lettings Administrator is to provide administrative services and team support to facilitate the smooth running of the lettings function, whilst liaising with tenants and ensuring tenancy paperwork and administration is processed promptly and accurately ensuring compliance with relevant legislation. The successful candidate will maintain effective records and the accuracy of relevant databases and property portals, whilst working positively and proactively with the Property Services team and take pride in ensuring a warm, professional and friendly service to all incoming and outgoing tenants.
Duties:
1. Familiarising yourself with building layouts and apartment types
2. Responding promptly and professionally to any tenancy enquires pre or post move in e.g. break-clauses, parking, pets, permitted occupiers etc. and liaise with property management as appropriate
3. Liaising with third parties such as reference agencies and deposit schemes and explaining the process and options to tenants to ensure understanding
4. Preparing Tenancy Agreements and Flatfair contracts
5. Creating contract addendums for permitted occupiers where required
6. Liaising with Property Manager and Lettings Negotiator re tenancy turn around dates and tenants to arrange move in dates and times
7. Ensuring inventories are booked and meter readings taken
8. Charging move in monies and set up recurring payments
9. Chasing outstanding references and upload reports to portals
10. Ensuring guarantors or upfront payments are in place, passport information entered and correct deposit option allocated
11. Preparing move in packs and keys for Property Manager for check-in
12. Ensuring signed documents and monies received, Flatfair completed, direct debit set up, Right to Rent checks uploaded to the portals.
13. Checking data matches on relevant portals
14. Registering deposit certificate and uploading to portals and send to tenant
15. Checking and updating the banking daily, monitoring and reviewing income collection
16. Organising rental payment reminders for tenants
17. Ensuring direct debits are in place and tenants pay rent on time, liaising with tenants to collect outstanding income.
18. Initiating welfare checks with Property Manager where rent arrears are identified and of concern
19. Processing renewals and tenancy extensions and ensuring associated paperwork is signed and uploaded, charges set up and deposit extended
20. Checking data matches on relevant portals
21. Acknowledging and processing notice periods
22. Creating Deeds of Surrender when required
23. Responding to end of tenancy reference requests
24. Archiving terminated tenancies, shred personal details to comply with data protection legislation
25. Booking parking spaces, pets and managing cancellations and entering recurring charges on the portals
26. Assisting with walk-in queries and viewings, and supporting the property team during busy periods, sickness and holiday
27. Working patiently, positively and proactively to minimise complaints
28. Providing regular updates to the Head of Lettings as required.
Monday – Friday 09:00-17:30
29. Up to £27,500 + Commission (Circa £3,000-£4000 pa)
30. 25 days holiday + 8 bank holidays (pro -rated if part-time)
31. Group Personal Pension with Scottish Widows – 5% employer contribution (salary sacrifice available)
32. Private medical insurance with Vitality
33. Employee Assistance Program
34. Life Assurance (4 x salary)
35. Cycle and Tech schemes