Lettings Administrator -Full time, Permanent
REPORTS TO: Regional Manager
REPORTS IN: N/A
WORKING HOURS: Full time 40 hours. Monday to Friday 9.00am-6.00 am with 60 minutes unpaid lunch break -
ROLE: To provide general assistance for the London and TA Portfolio and ensure the smooth administration of all owned and managed properties
Duties to include:
- Daily ad hoc office management
- Filing and shredding
- Diary management and reminder alerts
- Scanning documents for uploads
- Creating digital and paper property files
- Meet and greet tenants and landlords as and when required
- Answering calls, taking notes and transfer to relevant department
- General office stationery ordering
- Adherence to Data Protection Legislation and Health and Safety requirements.
- Sending letters to tenants and arranging scheduled visits
Tenant/ Landlord onboarding and void re-lets:
- Follow the onboard and void process
- Responsible for advertising new properties on all portals and registering new applicants' interest (subject to meeting the move in criteria set out)
- Send out viewings daily and nurture new referring contacts
- Keeping a register of clients attending viewings, continuous engagement and updating of database
- Arrange and book in tenant viewings, liaise with appropriate referring bodies e.g., councils, charities, agents and Tenant liaison officer for suitability post viewing
- Email templates offer letters and document requirement prior to sign up right to rent checks and move in
- Liaise with Housing team for availability and Discretionary Payment
- Send team New Sign-up email as per template
- Prepare and upload new tenancy agreements and I.D documents onto system either manually or via docusign
- Ensure deposit paid or invoiced and registered
- Update CRM lettings dashboard and office void board weekly
- liaise with maintenance team to ensure efficiency and correct information
- Prepare and upload new property leases and company let agreements, I.D and proof of ownership onto system either manually or via DocuSign
- Diarising and arranging the Housing Support Officers property and tenancy visit and recording outcomes on CRM post visit
Temporary Accommodation Bookings:
- Send out TA availability daily
- Follow the TA process set out
- Create alert for new emails via the Booking system and manually check throughout the day and prior to leaving
- Create TA tenant move in packs in advance and relevant to the property
- Ensure keys, fobs and electric key are available prior to arrival of tenant
- Acknowledge new bookings and cancellations and update accounts team for billing purposes.
- Send move in and sign-up documents to the relevant councils
- Update CRM with tenant details, utility and council tax information
GENERAL:
- To contribute to the strategic direction of the Company
- To carry out specific tasks required by your Line Manager
- To facilitate good relationships and empathy across all departments and sister companies
- To bring to the attention of your Line Manager any significant changes in the Tenant, Council or Property owner relationship
- To be approachable and empathetic to the housing, sales, finance and maintenance team
- To be responsible with your time keeping at all times and to not leave the office unattended
