This is a part time position working 20hrs per week (there may be some flexibility if you are looking for slightly less or slightly more hours).
For a complete understanding of this opportunity, and what will be required to be a successful applicant, read on.
You will play a critical dual role within our lettings team, combining administrative support, client communication, and property management duties with on-site inspections.
The role ensures that properties are managed efficiently, tenancies are compliant with legal obligations, and landlords and tenants receive excellent service.
Lettings Administration: Respond to landlord, tenant, and prospective tenant enquiries promptly via phone, email, and in person.
Respond to incoming calls from potential landlords to provide information about our offerings and services in the absence of the primary contact.
To proactively promote the company and generate new business opportunities by effectively using internal marketing and property software platforms to identify properties marketed by other agents and engage owners with a clear presentation of our services and competitive advantages.
Assist in the full lettings process including property listings, marketing, arranging viewings, and applicant vetting.
Prepare, issue, and manage tenancy agreements, renewals, and associated documentation in line with current legislation.
Maintain accurate, up-to-date records of tenants, landlords, property details, tenancy agreements, rent payments, and deposit information in property management software.
Coordinate tenancy renewals, rent reviews, and deposit registrations.
Manage tenancy deposits: Collect deposits from tenants.
Register deposits with a government-approved tenancy deposit scheme within statutory timeframes.
Provide tenants with prescribed information about their deposit.
Handle deposit deductions at the end of tenancies in agreement with landlords and tenants.
Maintain accurate deposit records and reconciliation reports.
Liaise with contractors, landlords, and tenants regarding maintenance and property requirements.
Assist with accounts, including reconciliation of rent payments, chasing arrears, and ensuring compliance with financial procedures.
Produce regular reports for the management team on lettings activity, tenancy status, and property portfolio updates.
2.
Property Interim Inspections: Conduct regular routine property interim tenancy inspections.
Produce detailed inspection reports highlighting property condition, maintenance issues, and compliance with tenancy agreements.
Take high-quality photographs and detailed notes for landlord reports.
Ensure all properties meet health and safety standards and relevant legislation, such as Gas Safety, EPC, Legionella, and Fire Safety requirements.
Follow up on identified maintenance or repair issues, coordinating with contractors and ensuring timely resolution.
Provide guidance to tenants on property upkeep, compliance, and obligations under their tenancy.
3.
Compliance: Conduct customer due diligence (CDD) for landlords and tenants in line with AML regulations and Company policy.
Verify identification documents and maintain accurate AML records for all parties.
Monitor and report any suspicious activity in line with AML policies.
Ensure all tenancies comply with current property legislation and regulatory requirements.
Assist with internal audits and compliance checks (e.g.
AML).
Personal Attributes Proactive, solution-oriented, and confident in making decisions within your remit.
Friendly, professional, and customer-focused.
Flexible approach to working hours, as occasional weekends may be required for inspections or viewings.
Skills and Qualifications Previous experience in lettings administration and property management.
Knowledge of AML regulations and experience with customer due diligence checks.
Strong organisational skills and attention to detail.
Ability to manage multiple priorities and meet deadlines.
Proficiency in property software and associated portals (e.g.
Reapit, Inventory Hive, Homelet, Tenancy Deposit Scheme (TDS) and Deposit Protection Scheme (DPS), Elements, Land Registry) and Microsoft Office (Word, Excel, Outlook).
Excellent written and verbal communication skills.
Full UK driving licence and access to a vehicle for property inspections.
Knowledge of property legislation, tenancy regulations, and health & safety compliance.
Ability to work independently and as part of a team. xxuwjjq