Tenancy Administration in Birmingham

The Organisation

Cobalt is working with an established property organisation to recruit a Tenancy Administrator to join its residential management team.

The organisation manages a portfolio comprising assured shorthold tenancies (ASTs), statutory periodic tenancies, regulated tenancies and assured tenancies, offering exposure to different aspects of residential lettings and tenancy management.

This Tenancy Administrator opportunity will suit someone who enjoys coordinating administrative processes, communicating with tenants and contractors, and developing their knowledge of residential property legislation and compliance.

The role is primarily office-based, working Monday to Friday, 9.15am to 5.30pm, with occasional travel to properties and other offices.

The Role

As Tenancy Administrator, you will support the Property Manager (Tenancy) and wider residential management team with the administration of a varied residential property portfolio.

You will help ensure tenancy documentation, compliance records and administrative processes are maintained, while supporting the team in minimising void periods and delivering a consistent service to landlords and tenants.

Your responsibilities will include:

• Coordinating tenancy administration, including new lettings, renewals, tenancy variations and end-of-tenancy processes.
• Liaising with letting agents regarding property appraisals, void works, refurbishment recommendations and prospective tenant offers.
• Collating tenancy documentation, tenant references and information required for tenancy agreements.
• Supporting compliance with residential letting legislation, including EPC requirements, Right to Rent checks, smoke and carbon monoxide regulations and deposit protection.
• Coordinating property inspections, inventories, check-ins and pre-tenancy safety checks.
• Arranging periodic compliance inspections, including gas safety, electrical inspections, PAT testing and water sampling.
• Assisting with rent reviews, fair rent registrations and updates to tenancy and rent records.
• Logging maintenance requests, liaising with contractors, obtaining quotations and raising purchase orders.
• Providing administrative support with dilapidations assessments, deposit disputes and insurance claims within relevant timeframes.
• Coordinating utility arrangements during tenancy changes and maintaining property records.
• Supporting landlord registration and selective licensing administration.
• Responding to tenant enquiries and liaising with contractors, internal departments and external consultants.
• Updating property management systems, maintaining documentation and assisting with internal reporting and audit requests.

The Skills Needed

To succeed as a Tenancy Administrator, you will have an organised approach to your work, communication skills and an interest in residential property management.

We are particularly interested in candidates who can demonstrate:

• Working knowledge of tenancy administration, residential lettings or property management processes.
• An understanding of landlord and tenant responsibilities, or an interest in developing knowledge of relevant legislation.
• The ability to maintain records, process documentation and manage administrative deadlines.
• Communication skills when dealing with tenants, contractors and colleagues.
• Confidence using Microsoft Outlook, Word and Excel.
• The ability to coordinate multiple tasks while maintaining accuracy.
• An interest in learning about residential property compliance, licensing and tenancy arrangements.
• A commitment to providing a consistent standard of service.

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