Business Administrator

As a Business Administrator, you will take on a hands-on, operationally-focused role managing a portfolio of 11 HMO properties in Oxford. You will oversee day-to-day operations, coordinate repairs and maintenance, conduct property inspections, manage tenant relationships, and ensure compliance with evolving HMO legislation such as the Renter's Reform Act. This role requires strong attention to detail, genuine care for proper operations, and the ability to work independently within a small collaborative team.

You will also play a key role in the financial management of the business, handling bookkeeping via Landlord Vision, monitoring rent payments, liaising with accountants for year-end accounts, and carrying out bank reconciliation.

• Property Management (11 HMO properties):
• Annual house inspections – produce reports, identify and action repairs/maintenance, and report to Ben and tenants.
• Day-to-day maintenance issues – acknowledge receipt from tenants, liaise with hand-man, and arrange repairs with relevant tradespeople (gas, plumbing, electrical, carpet cleaning, appliances).
• Arrange garden maintenance where necessary.
• Check and renew utility suppliers, including British Gas, Homecare, Broadband, and other services.
• Monitor and action renewals of Gas, Electrical, Fire Alarm, Emergency Lighting, and PAT certificates; record and submit to Oxford CC.
• HMO property purchases – search Rightmove for suitable properties, liaise with estate agents and tenants, and report findings to Directors.
• For newly purchased properties – arrange insurance, draw up inventory, purchase or replace furniture and carpets, decorate, and kit out kitchen with appliances, crockery, and pans.
• Advertise and find new tenants for newly purchased properties with no sitting tenants.
• Tenant Management – on each change of person on the Assured Periodic Tenancy (APT), draw up updated APT for signature by current tenants (implementing the Renter’s Reform Act).
• Renew or update mydeposits certificates.
• Advise leaving tenants on finding replacements and liaise on the process and progress.
• Provide prospective new tenants with necessary paperwork and required information.
• Take references, check deposits, and agree a mutual change-over date.
• Monitor receipt of references and signed deeds; take up Right to Rent/Work documentation if necessary.
• Protect deposit with mydeposits scheme and provide new tenant information leaflets and a copy of the signed deed.
• Submit applications for renewal of licences as required, check licence conditions, and pay fees.
• Forward Gas, Fire Alarm, Emergency Lighting, and Electrical certificates to HMO and record them.
• Attend properties with the HMO inspector as and when required.

• Check and record monthly rent payments.
• Chase up late payments and arrears.
• Work with Ben on annual rent increases on each 12-month APT anniversary and inform tenants.
• Using Landlord Vision Management & Accounting Programme, record income and expenses and carry out bank reconciliation.
• Refund tenant deposits.
• Check Direct Debit payments and pay maintenance, utility bills, and bank loan interest payments where not on direct debit.
• Liaise with accountants for production of annual accounts.
• Provide additional information as required (e.g., deposits received and refunded during the year).
• Liaise with Directors to sign off accounts for submission to HMRC.

• Travel to Oxford for house/HMO inspections and to meet tradespeople when necessary.
• Purchase items for the houses – online and in person.
• Experience in bookkeeping helpful.
• Experience with rental properties helpful.
• Willing to undertake Landlord Accreditation training and relevant training for the Renter’s Reform Act.
• Willing to be on call 24/7 in case of emergencies.
• Start date to be agreed; provisionally end of August/ beginning of September, including a handover period.

• Comprehensive Health Coverage: Private medical and dental insurance through Bupa UK.
• Extra Support: Access to a Health Cash Scheme for everyday healthcare needs.
• Pension Scheme: A generous 9% non-contributory pension scheme.
• Wellbeing and lifestyle benefits: gym memberships through Gymflex & Wellhub, discounts, backup care, fertility and family planning benefits, and more.
• Loan Schemes: Cycle to Work, Cycle Scheme, Technology Loans, Season Ticket Loans, and more.
• Risk Benefits: Life Assurance & Income Protection.
• Annual Leave & Holidays: 27 days of holiday plus all UK bank holidays.