Strutt & Parker - Renewals and Contracts Coordinator

An exciting opportunity for a Renewals and Contractors Co-ordinator to join our lettings team in Chelsea.

Responsibilities:

• Liaise with the office Lettings heads to negotiate optimum Tenancy terms and rental increases.
• Negotiating tenancy renewals and rent reviews by liaising with both Landlords and Tenants.
• Drawing up and sending out renewal and rent review documentation.
• Recording all actions and conversations.
• Conducting daily follow up of all outstanding negotiations.
• Dealing with queries from client accounts relating to renewals, rent reviews and renewal deposit issues.
• Accepting and confirming 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.
• Drawing up all legal notices on behalf of the Landlord and processing 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 the case 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 up front rental payment invoice.
• Confirm receipt in office of signed agreement by both parties. If not received, escalate and chase where necessary until received.
• Preparing communications and administering for any tenant or tenancy changes in regards to a deed of assignment and/or deed of surrender to end a tenancy.
• On receipt of non-managed terminations following procedure to administer tenancy ends.
• Ensuring TDS database is kept up to date and information is correct, regular auditing.
• Consulting and update Contracts Manager and Lettings Office Head where necessary.
• When required, welcoming visitors and dealing with as appropriate.
• Attending Lettings and team meetings.
• Notifying Head of Tenancy Management of any potential property issues.
• Supporting and assist the team on the daily running of another portfolio in the absence of other team members.
• Maintaining paperless filing system – ensuring accurate and up to date.
• Keeping databases up to date including CRM and Reapit.
• Proactively maintaining own legal knowledge and comply with all Lettings legislation.
• Ensuring the necessary processes and procedures are in place to support compliance.
• Ensuring accurate data entry and any missing data is obtained and incorrect data corrected.
• Undertake a proactive mind-set 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.
• Team Player.
• Must possess a composed manner in order to be able to work under pressure and problem solving.
• 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 and user knowledge of Aspasia 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.