The Position
As a Business Administrator, you will take on a hands-on, operationally focused role managing a portfolio of properties in Oxford, centred around strong tenant relationships, careful compliance, and sound financial management. It's a role where attention to detail and a genuine care for doing things properly really matter.
Working as a member of a small, collaborative team, you'll take real ownership of the day-to-day running of the portfolio, coordinating repairs and maintenance, conducting property inspections, managing tenant relationships, and keeping on top of HMO licensing and evolving legislation such as the Renter's Reform Act. Alongside the property work, you'll play an important part in the financial management of the business, handling bookkeeping via Landlord Vision, monitoring rent payments, and liaising with accountants at year end. It's a varied and rewarding position that would suit someone who enjoys working independently, takes pride in a well-run operation, and is looking to become a trusted and valued part of a close team.
Responsibilities:
Property Management (11 HMO properties in Oxford)
- Annual House Inspections: Produce report and action repairs/maintenance required, report to Ben and to tenants
- Day to day maintenance issues: Acknowledge receipt to tenant/s and liaise with handyman for repairs and/or contact British Gas/British Telecom/plumbers/electricians/carpet cleaning/domestic appliances repairs or replacements etc.
- Arrange garden maintenance where necessary
- Check & renew utility suppliers/British Gas Homecare/Broadband etc as and when necessary
- Monitor and action Gas/Electrical/Fire Alarm/Emergency Lighting/PAT Certificate renewals, record and submit to Oxford CC HMO
Property Purchases
- Check Rightmove etc for suitable properties on the market in Reliance Way
- Liaise with estate agent/existing tenants and view, then report to Directors
- If purchased: arrange insurance, draw up Inventory and purchase/replace furniture, carpets, arrange decorating and kit out kitchen with appliances, crockery, pans etc as required
- Advertise and find new tenants if purchased without sitting tenants
HMO/Tenant Management
- On each change of individual person on the Assured Periodic Tenancy (APT), draw up updated APT for signature by current tenants (Implementation of Renter's Reform Act)
- Renew/update mydeposits certificates
- Advise leaving tenant on finding a replacement and liaise on the process/progress
- Provide prospective new tenant with necessary paperwork and required information
- Take up references, check for deposit and agree mutual changeover date
- Monitor receipt of references and signed Deed; take up Right to Rent/Work documentation if necessary
- Protect deposit with mydeposits scheme and provide new tenant information leaflets and copy of signed deed
- Submit applications for renewal of licences as and when needed and check licence conditions when granted
- Pay fees as requested
- Forward Gas/Fire Alarm/Emergency Lighting/Electrical Certificates to HMO and record
- Attend properties with HMO inspector as and when required
Financial
- 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 and 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
General
- Filing, ordering HMO/mydeposits info, stationery and general care of the office
- Provide references for past tenants if requested
- Flexibility and teamworking with Ben and Sarina (Ben's EA)
- Holiday cover
Requirements:
- Travel to Oxford for house/HMO inspections and to meet tradespeople when necessary
- Purchase items for the houses – online and in person
- Experience of book keeping helpful
- Experience of rental properties helpful
- Willing to undertake Landlord Accreditation training and relevant training for the Renter's Reform Act etc
- 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
It is impossible to list every requirement for, or responsibility of, any position. Similarly, we cannot identify all the skills a position may require since job responsibilities and the Company’s needs may change over time. Therefore, the above job description is not comprehensive or exhaustive. The Company reserves the right to adjust, add to or eliminate any aspect of the above description. The Company also retains the right to require all employees to undertake additional or different job responsibilities when necessary to meet business needs.
Benefits & Perks
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
Various wellbeing and lifestyle benefits: Such as gym memberships through Gymflex & Wellhub, discounts, backup care, fertility and family planning benefits and more
Various 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.
