Job Description

You are responsible for coordinating the administration of maintenance work, general property administration and assisting with the development of a comprehensive record and systems database. They will provide a key support to the Surveyors and Graduates and more particularly will deal with:
Administration of Let/ Agency Properties

• Organizing annual compliance inspections such as: gas safety checks, boiler services, testing of private water supplies
• Organizing fixed wiring inspections & obtaining quotations for any follow up works.
• Liaising with tenants to ensure chimneys are swept annually, septic tanks are emptied
• Support the Surveyors with general property administration.
• Organizing any pre-marketing checks such as asbestos management
• Sending out applications packs to potential new tenants and managing property enquiries.
• Preparing tenancy agreements and documentation for checking by surveyors.
• Preparing records of conditions for checking by surveyors
• Liaising with outgoing tenants updating utility companies, BT, oil suppliers, local authorities etc.
• Preparing and issuing Tenant Information Packs
• Visiting site to carry out meter readings, check ins/outs, possible viewings, providing access to contractors

General Duties

• Using Landmark system to maintain accurate property records at all times including updating Tenant and tenancy information.
• Ensuring paper files and other electronic folders are up to date and stored correctly at all times.
• To keep updated with forthcoming legislation changes and to assist with relevant compliance issues as appropriate.
• To attend regular team meetings
• To attend training as appropriate

Additional roles (which may be added) at a later date

• To monitor contractors and where applicable tenants insurance policies.
• To co-ordinate and maintain a list of emergency call-out telephone numbers of contractors
• and services.
• Running credit and referencing checks.
• Register, update and manage tenancy deposits.
• Managing key storage and recording issue/returns ensuring copies of keys retained.
• Maintaining Comparable database (both sales and rental)

Hours: Full time 5 days a week but can be flexible for the right candidate.

Required Knowledge, Skills, and Abilities

• Excellent MS Office skills
• Proficient in Outlook
• Strong communication skills
• Organized and motivated
• Excellent attention to detail
• Previous property and/or administration experience