Internal Job Title: Tenancy Coordinator
Business: Lucy Real Estate
Location: Oxford
Job Reference No: 4436
Job Purpose
An exciting opportunity for an organised, motivated and enthusiastic individual to join our experienced team at Lucy Real Estate (LRE) as a Tenancy Coordinator. The role provides vital administrative support to the lettings function, working closely with the Property Managers and Estates Manager to ensure the efficient and compliant operation of the lettings process.
Business Overview
Lucy Real Estate comprises Lucy Properties and Lucy Developments. Lucy Properties is a lettings & management business that invests in and manages 350 residential properties for over 850 tenants in Oxford, with in-house service and maintenance. Lucy Developments is a developer of high-end, sustainable homes for sale, with prime sites within a 90-minute commute time from Oxford.
Job Context
The postholder will be responsible for a wide range of administrative duties, including tenancy administration, rent reviews, compliance checks, reporting, and financial checks. Accuracy, organisation, and the ability to manage multiple priorities are essential, as the role plays a key part in ensuring all lettings activities are carried out in a timely and professional manner.
Job Dimensions
This role will be based at the Lucy Group headquarters in Jericho, Oxford and you will report to the LRE Estates Manager. You will be a key member of our small administrative team and will work closely with our Property Managers, finance, help desk and maintenance team.
Lucy Group has operating businesses across multiple sectors: Lucy Controls, Lucy Electric and Lucy Real Estate. The Group creates wide-ranging products, services and solutions for customers across 60 countries in the UK, Europe, Middle East, Africa, Asia and Latin America.
Lucy Real Estate owns and manages a property portfolio with an annual rental income in excess of £10m per annum consisting of residential and commercial property assets. As one of Oxford's largest private landlords it has the enviable reputation of being progressive, ethical and professional with a high-quality property portfolio. It also includes Lucy Developments, a property development business building premium houses and apartments for sale in Oxfordshire and surrounding counties.
This is a fantastic opportunity to join an established and well-funded business as part of an experienced and enthusiastic team.
Key Accountabilities
Prepare tenancy documents as requested by Property Managers
Produce the monthly rent review spreadsheet
Arrange and facilitate monthly rent review meetings with Property Managers and the Estates Manager
Complete all monthly rent review documentation following meetings and issue correspondence to relevant tenants
Arrange and conduct Right to Rent checks for all new tenants, ensuring ongoing compliance for existing tenants
Carry out referencing checks for prospective tenants
Register new tenancy deposits in accordance with regulatory requirements
Run and review management reports to identify and resolve any discrepancies
Maintain and update all digital filing systems in line with departmental procedures
Manage tenancy end administration, including removing deposit certificates from the TDS, updating rent and responsibility records on Manhattan, archiving tenant records, and removing Right to Rent documentation
Monitor unpaid rents for commercial properties and follow up as required to ensure timely payment
Run weekly property management reports and forward them to the Finance team
Run reports to verify that deposits received are accurate and correctly aligned with the corresponding tenancy records.
Producing data analysis support to the Estates Manager, including producing graphs, building spreadsheets, and preparing other analytical outputs as required.
Carry out additional administrative duties as requested by the Estates Manager, supporting the smooth running of day to day operations.
Skills And Experience
Strong organisational skills, with the ability to manage multiple priorities effectively
Excellent attention to detail, demonstrating a positive, confident, and proactive approach to tasks
Time management skills, with the ability to meet deadlines and manage recurring monthly processes (e.g. rent reviews and reporting)
High level of IT proficiency, including property management systems and Microsoft Office applications
Experience with document management and digital filing systems, ensuring accuracy and audit readiness
Knowledge of relevant property legislation and compliance requirements, or a willingness to develop this knowledge
Confidentiality and data protection awareness, particularly when handling tenant information and compliance documentation
Ability to work independently, using initiative while also collaborating closely with managers
A collaborative team player with strong interpersonal skills
Adaptable and resilient, with the ability to respond effectively to changing demands