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Purpose of the Role
Reporting to the Directors, Client Relations Officer, and Lettings Manager, you will be responsible for managing the lettings portfolio, including maintenance coordination, landlord relations, and administrative tasks.
Key Responsibilities
- Process rental payments daily and follow up on arrears, ensuring both the Landlord and Lettings Manager are kept informed.
- Manage a portfolio of properties to the required standard.
- Assist the Lettings Manager in implementing systems and processes to maintain exceptional service standards.
- Collaborate with the Lettings Manager to grow and develop the property portfolio.
- Act as a key point of contact for Landlords, providing advice and support.
- Maintain effective relationships with external suppliers and contractors.
- Keep an up-to-date list of contractors, adding new contacts when necessary, and manage commission agreements.
- Conduct property inspections in line with schedules and standards, promptly reporting issues to all relevant parties.
- Ensure property inspections are thorough, with timely and efficient feedback to landlords.
- Oversee smooth check-ins and check-outs, including updating utility and service providers.
- Ensure maintenance and repair work is completed to agreed standards and timescales.
- Process work orders to ensure effective property maintenance.
- Facilitate the smooth onboarding of new properties.
- Anticipate and prevent potential maintenance issues.
- Maintain accurate records and administration for the DPS (Deposit Protection Scheme).
- Manage tenancy terminations and property preparations for re-letting, including scheduling checkouts.
- Mediate and resolve maintenance or damage disputes between tenants and landlords during tenancy and post-checkout.
- Handle dilapidation claims effectively.
- Process supplier invoices and oversee invoicing management.
- Negotiate tenancy renewals with both Landlords and Tenants, issuing relevant paperwork.
Knowledge & Experience
- Familiarity with company procedures
- Proficiency in IT systems
- Knowledge of the local area
- Understanding of available and let stock
- Experience using office equipment and CRM systems (e.g., Reapit, FixFlo)
