Lettings and Inspections Co-ordinator

To always ensure the provision of service excellence to both external and internal Customers.

To manage the Inventories, check in, check out and inspections on all our rental properties.

To ensure the smooth running and compliance with all administrative procedures as directed by the Office Manager.

To market the company's services and promote sales of core and ancillary services within the Group's network of providers.

Key Personal Activities and Responsibilities

Office Administration

· File documents, scan invoices and ensure office stationery supplies are sufficient.

• Fully manage the Property Software System (P.S.S.) diary procedures for all property management activity, ensuring detailed notes are recorded.


• Take responsibility for key management; ensuring that all keys are logged out and back in on the PSS.


• Ensure all external/internal communications are dealt with promptly and actions are clearly documented in accordance with company procedures.


• Co-Ordinate the notification processes with utility providers and our preferred partners providing change of tenancy information. Ensuring we maximise the company's opportunity to earn commission on complimentary services offered by our partners.


• Liaise with Property Owners, Contractors and Tenants.


• Ensure all external/internal communications are dealt with promptly and are clearly documented in accordance with company procedures.


• Ensure that the office is kept in a tidy manner and personal data is not left exposed and we meet our data protection obligations.


• Produce and keep up to date the window display cards.


• Report any matter that you believe could be a Health and Safety issue and that you are familiar with current policies in relation to Health and Safety in the workplace.


Lettings

Inventories/Periodic Inspections/Check Outs

· Ensure that regular inspections are undertaken at all managed and guaranteed rent properties liaising with tenants to arrange access.

· Record condition of property noting any damage, repair items required and instigate any remedials as necessary.

· Ensure a comprehensive inventory is carried out before a tenant takes occupation ensuring all meter readings and fuel tank levels (if appropriate) are recorded and copies are sent to relevant parties.

· At tenancy end, conduct check out report noting any deterioration in condition (taking into account fair wear and tear) and determine if deductions are needed from the tenant deposit using the Tenant Dispute Service guidance.

· Discuss outcome with tenants and agree the deductions as necessary and complete deposit check out form.

· Carry out Legionella Risk Assessments and Record the information on the PSS

Viewings

· Process all enquiries, ensuring essential details and circumstances of potential applicants are determined, diarising and confirming viewings.

· Conduct viewings with potential applicants and provide them with information about the application process.

Maintenance

· Liaise with tenants, property owners, contractors on maintenance issues that arise and raise work orders as necessary. All work orders need to be recorded on Property management system (currently SME) providing appropriate instructions to contractors to enable them to understand the issue and diagnose the problem and remedy on first visit.

· Immediately record details of all maintenance issues reported and manage the process to a speedy and successful conclusion.

· Ensure effective and timely communication with both Landlords & Tenants and give estimate of costs so that, where possible, prior cost agreement can be obtained.

· Liaise with Sales and Marketing Manager on any maintenance issue which could threaten Customer Service.

· Update the in- house IT system with notes on jobs and progress

Block Management

· Carry out periodic inspections to communal areas of leasehold blocks.

· Carry out fire alarm tests in line with agreements and complete fire book.

· Provide inspection report to Block Directors

· Arrange any maintenance identified on inspections and authorised by the directors.

Estate Agency

· Deal with enquiries for properties for sale ensuring all relevant details are obtained and appointments diarised.

· Ensure Anti-Money Laundering regulations are complied with, and Identification of clients is obtained in line with company policy.

· Progress Sales with conveyancers, purchasers and vendors as advised by Sales and Lettings Manager.

· Produce letters for direct marketing.

· Conduct viewings

General

· The above is a general guide and other duties maybe allocated to the postholder as required by the business needs.

Full Clean UK driving license is essential.