Property Administrator

Property Administrator One of the UKs largest property investment firms are looking for a well-rounded administrator. This organisation offers a great work-life balance with early finishes on a Friday with all the Jewish holiday off! This will begin as a temporary assignment with the view to enter a permanent contract. Therefore, there will be a great opportunity to earn in the lead up to Christmas and find a long-term home. The ideal candidate will have fantastic customer service skills with a friendly and helpful attitude coming across well to clients and team members. Organisation is of the high importance, keeping on top of calls and data entry during your time will be essential. The team is upbeat helpful with a friendly culture and the roles hours will be structured. Property experience is ideal but not essential, so we encourage anyone with good administration experience and good attitude to apply! Job Description RESPONSIBILITIES & DUTIES To assist the Property Manager (Tenancy) with the efficient and effective management of the property portfolio comprising of AST, statutory periodic, regulated and assured tenancies, with the overriding aim of reducing/ minimising void periods, maximising rental income and developing good Landlord and Tenant relationships, to include but not limited to the following tasks: TENANCY MANAGEMENT Assist with the following tasks, as directed by the Residential Management Executive, Team Leader (Tenancy) or Property Manager (Tenancy) o Instructing Agents to appraise properties and provide their recommendations in respect of void/ refurbishment works o Collating documents for the Property Manager’s review to ensure all statutory obligations, in respect of residential lettings, are adhered to at all times (e.g. EPC Regulations, Right to Rent Checks, Smoke & C0 Regulations, Deposit Protection etc.) o Receiving/ collating offers for the Property Manager’s review o Obtaining/ collating tenant reference reports, for the Property Manager’s review. o Prepare Heads of Terms/ AST Instructions Forms and Instruct solicitors to draft tenancy agreements o Notifying Rent Records Department of any tenancy variations e.g. tenancy ending, renewal, new letting, rent re-registration etc. o Maintaining Property Records in accordance with the Group’s policies and procedures o Co-ordinating the Inventory / Schedule of Condition Check-in with the incoming Tenant and Inventory Company, as directed by the Property Manager. o Arranging the pre-tenancy safety checks e.g. electrical and water, as directed by the Property Manager. o collating comparative quotes for dilapidations and deposit disputes within statutory timeframeso preparing and managing insurance claims o Undertaking vacant unit inspections in accordance with the Group’s policies and procedures. o Managing utilities supplies (gas, electricity and water) during the end of tenancy/ new letting process in accordance with the Group’s procedures. o Day to day maintenance issues o Raising purchase orders o Co-ordinating annual and periodic tests/ inspections (e.g. CP12, PAT tests, Electrical Inspection Condition Reports, Water sampling) o Co-ordinating Renewal Inspections o Rent Reviews and Registrations of Fair Rents o Collection of rent arrears o Answering queries from Internal/ External Auditors, Senior Management on behalf of the Board. GENERAL DUTIES * Keep the Property Manager informed of the progress of any given task and be confident to request support and assistance where necessary. * Promptly and confidently receive, handle and respond to telephone calls, taking messages and relaying these to the relevant person where necessary. * Liaise with tenants through general correspondence, emails, letters, newsletters, circulars Tenant Handbooks etc. in a prompt and professional manner. * Liaising with other departments within the business (e.g. Insurance, Finance, Rent & Records) to deal with enquiries/ fulfil tasks * Liaise with external consultants and service providers e.g. Electricians, Gas Safe Engineers, Utility provider (SSE) * Utilise the Group’s Property Management Information Systems (HORIZON, PropertyPlus) to undertake any of the above tasks To carry out any other tasks, as directed by the Management Team, that is within the capabilities of the job holder. HOURS & ENVIROMENT * Office Hours 9.15am to 5.30pm, Monday to Friday. * Primarily based at the Area Office but may be required to visit other office locations. * Required to travel to sites * Holiday entitlement 20 days per annum plus Bank Holidays plus additional Jewish Festival days