Strutt & Parker – Renewals and Contracts Coordinator

An exciting opportunity for a Renewals and Contracts Coordinator to join our lettings team in Chelsea.

Responsibilities:

• Liaise with the office Lettings heads to negotiate optimum Tenancy terms and rental increases.
• Negotiate tenancy renewals and rent reviews by liaising with both Landlords and Tenants.
• Draw up and send out renewal and rent review documentation.
• Record all actions and conversations.
• Conduct daily follow up of all outstanding negotiations.
• Deal with queries from client accounts relating to renewals, rent reviews and renewal deposit issues.
• Accept and confirm correct notices have been served by both Landlord and Tenant.
• Confirm and pass on all notices or end of tenancy queries to the Tenancy Manager.
• Issue and chase all renewal and rent review documentation in a timely manner.
• Draw up all legal notices on behalf of the Landlord and process efficiently and effectively.
• Produce all new Tenancy agreements within 24 hours from receipt of the offer from the front office.
• Draft the appropriate tenancy agreement (to be checked by the Office Head) with accompanying correspondence and send out for engrossment to both parties via Adobesign.
• In cases where the tenant or landlord wishes to use their own tenancy agreement, refer both parties to independent Solicitors for specialist advice.
• Prepare initial invoices, standing orders and rent demands for tenants.
• Produce deed of guarantee document if required and send for signature or prepare upfront rental payment invoice.
• Confirm receipt in office of signed agreement by both parties. If not received, escalate and chase where necessary until received.
• Prepare communications and administer for any tenant or tenancy changes regarding a deed of assignment and/or deed of surrender to end a tenancy.
• On receipt of non-managed terminations, follow procedure to administer tenancy ends.
• Ensure TDS database is kept up to date and information is correct, with regular auditing.
• Consult and update Contracts Manager and Lettings Office Head where necessary.
• When required, welcome visitors and deal with as appropriate.
• Attend Lettings and team meetings.
• Notify Head of Tenancy Management of any potential property issues.
• Support and assist the team on the daily running of another portfolio in the absence of other team members.
• Maintain a paperless filing system – ensuring it is accurate and up to date.
• Keep databases up to date including CRM and Reapit.
• Proactively maintain own legal knowledge and comply with all Lettings legislation.
• Ensure the necessary processes and procedures are in place to support compliance.
• Ensure accurate data entry and obtain any missing data, correcting incorrect data.
• Undertake a proactive mindset with regards to all tasks to ensure all Clients, not only within your own portfolio, are receiving an outstanding service level.
• Undertake any other duties within capabilities as and when required.

Person specification:

Qualifications:

• Educated to GCSE level or equivalent as a minimum.

Experience:

• Experience within a similar role or 6 months administration role.
• A smart appearance and professional approach is essential.
• Excellent communication skills.
• Customer-focused with commitment to maintaining excellent service standards at all times.
• Must possess a composed manner in order to work under pressure and problem solve.
• Organised and systematic – ability to prioritise workloads.
• Ability to meet deadlines.
• An understanding of confidentiality issues and the use of discretion.
• Accuracy and attention to detail.
• Specified processes and routines, work to a fast-paced environment.
• Good working knowledge of IT systems; user knowledge of Aspasia is a bonus.

We are proud to offer award-winning benefits to support and reward our employees:

• Health & Leisure: 25 days annual leave + public holidays (the option of purchasing up to 5 additional days via flex benefits), health screening, gym discounts, wellbeing support, volunteering opportunities, cycle to work scheme, eye care voucher, travel & retail discounts, travel insurance, concierge service, kids pass, open fairways golf card, great company culture and social events (including sports teams, charity events, art pass), perks at work.
• Financial: Pension, life assurance at 8 x basic salary, group income protection (long term disability insurance), interest-free season ticket loan, bonus scheme – you will be eligible to participate in the Company’s Bonus Scheme, share incentive plan, financial and mortgage advice.

Strutt and Parker is committed to providing a work environment that fosters diversity, inclusion, and equal employment opportunity without regard to race, colour, gender, age, creed, sex, religion, national origin, disability (physical or mental), marital status, ancestry, sexual orientation, gender identity and gender expression, or any other legally protected status.