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).
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.
- High levels of integrity, discretion, and confidentiality when dealing with financial and personal information.
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