Property Maintenance Administrator in Edgware

Are you a strong organiser and communicator with an interest in property? This is a full-time office-based role located in Edgware (Northern Line). Please only apply if this is easily commutable for you.

Day-to-day responsibilities

• Managing Tenant/Landlord Relations:

• Effective Communication: You’ll be the main point of contact for both tenants and landlords, so it’s important to maintain clear, professional communication. Whether it’s resolving disputes, answering queries about tenancy agreements, or keeping both sides informed, this will be key to maintaining good relationships.
• Handling Complaints/Requests: If a tenant has a maintenance issue or a landlord needs assistance, you’ll need to be responsive, handle their concerns efficiently, and ensure follow-through to keep everyone satisfied.
• Ensuring Compliance: Make sure that both tenants and landlords adhere to the terms of the tenancy agreement, such as rent payment schedules, property upkeep, and notice periods.

• Organising Repairs: You’ll receive and log maintenance requests, ensuring that they’re addressed promptly. This could involve coordinating with contractors or internal maintenance teams to ensure the issue is resolved in a timely manner.
• Emergency Situations: Some maintenance requests may be urgent (e.g., a plumbing issue or heating failure). Being able to prioritise and get contractors in quickly is important.
• Follow-Up: After maintenance work is completed, you’ll need to follow up with tenants and landlords to ensure satisfaction and verify that the work has been carried out to the necessary standard.
• Health and Safety Checks: Ensuring properties meet legal requirements (gas safety, fire safety, electrical safety, etc.) and arranging for necessary certifications or repairs.

• Record Keeping: Maintaining accurate records of all tenant and landlord communications, contracts, and agreements. This will involve updating the system on a regular basis.
• Rent Collection and Arrears: Supporting the team in collecting rent payments on time, issuing reminders to tenants who are late, and handling any payment discrepancies.
• Documentation: Assisting with the drafting and issuing of lease agreements, renewal letters, and inspection reports.

• Routine Inspections: Regularly inspecting properties to ensure they are being maintained to a high standard. This could involve checking for cleanliness, wear and tear, and any potential issues that need addressing.

• Financial Reporting: Helping to prepare financial reports for landlords, showing income from rent, any maintenance costs, and other property-related expenses.
• Making Payments: Organising payments to be transferred to landlords, contractors or any other invoices received for the properties.

The ideal candidate

• Good Communication:

• Tenant-Landlord Interaction: Clear communication is key when working with both tenants and landlords. Whether you’re addressing a tenant’s maintenance request or informing a landlord about an issue, you need to communicate in a way that is professional, clear, and empathetic.
• Team Collaboration: You’ll be working closely with other members of the lettings team, contractors, and external partners, so being able to collaborate and share information quickly and accurately is crucial.
• Customer Service: Often, tenants will come to you with questions or problems. Providing them with clear, reassuring answers can go a long way in maintaining positive relationships. Likewise, with landlords, timely updates and concise reporting are vital.

• Handling Multiple Tasks: Property management involves juggling a variety of tasks from routine inspections to emergency maintenance issues, to renewals and financial reporting. Staying organized is a crucial part in ensuring nothing gets overlooked.
• Setting Priorities: Some tasks, like urgent maintenance requests or rent arrears, will require immediate attention, while others, like regular inspections or paperwork, can be scheduled in advance. The ideal candidate would be required to identify urgent matters and prioritise to stay on top of everything.
• Deadlines and Timelines: There will likely be many time-sensitive tasks, from ensuring contracts are signed on time to managing rent payment schedules. Time management tools, such as task lists or project management software, will be required to assist with staying on track.

• Learning Property Laws and Regulations: Property management often involves a lot of legal and regulatory knowledge, from tenant rights to property safety regulations. A willingness to learn about these (and stay updated) is important in ensuring you’re compliant and can properly advise tenants and landlords.
• Problem-Solving: Issues will inevitably arise, whether it’s a conflict between a tenant and a landlord or an unexpected maintenance problem. Being able to think on your feet, learn quickly, and find effective solutions is key to excelling in the role.

• Drafting Contracts and Documents: Whether it’s tenancy agreements, inspection reports, or maintenance logs, attention to detail is critical.
• Tracking Financials: You’ll also need a keen eye when managing rent payments, expenses, and other financial documents to ensure everything is accurate and up-to-date.
• Inspection Reports and Compliance: When conducting inspections, you must document every detail from the condition of the property to any issues that need to be addressed.

• Anticipating Problems: If you can stay ahead of potential problems (like maintenance issues or a tenant’s payment history), you can take pre-emptive steps to resolve them before they escalate.
• Conflict Resolution: Whether it’s a tenant not paying rent on time or a disagreement over property maintenance, you’ll need to mediate and find a balanced solution that respects both parties’ needs.
• Decision-Making: Being able to assess situations logically and make decisions quickly (without rushing) is crucial. This might involve working with contractors, landlords, or tenants to find the best solution to a problem.