Property Administrator

Property Administration:
Property Management Firm
A nationwide property investment management firm are looking for a meticulous and detailed administrator to join their welcoming and friendly offices in Croydon. The right candidate will bring organised and supportive administration skills to the residential property team, collaborating with the management team to ensure the administration process is run smoothLy and records are up to date. Applying for this role will give the candidate a good chance to develop their career in the property industry, gaining good experience, working for one of the UKs largest property management investment companies. They provide fantastic holiday benefits and more including early Friday finishes. They are ever growing and have a fantastic office culture; we encourage those with the required experience to apply below.
Job Description
Position: Property Administrator (Tenancy)
Location: Area Office
Reports to: Area Manager
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)
Instructing Agents to appraise properties and provide their recommendations in respect of void/ refurbishment works.
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 .
Prepare Heads of Terms/ AST Instructions Forms and Instruct solicitors to draft tenancy agreements
Notifying Rent Records Department of any tenancy variations e.g. tenancy ending, renewal, new letting, rent re-registration etc.
Maintaining Property Records in accordance with the Group s policies and procedures
Co-ordinating the Inventory / Schedule of Condition Check-in with the incoming Tenant and Inventory Company, as directed by the Property Manager.
Arranging the pre-tenancy safety checks e.g. electrical and water, as directed by the Property Manager.
collating comparative quotes for dilapidations and deposit disputes within statutory timeframes o preparing and managing insurance claims
Undertaking vacant unit inspections in accordance with the Group s policies and procedures.
Managing utilities supplies (gas, electricity and water) during the end of tenancy/ new letting process in accordance with the Group s procedures.
Day to day maintenance issues
Raising purchase orders
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
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) in order 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.
SKILLS & EXPERIENCE
A desire to:
Gain a good understanding of the various types of interest/ tenures that the Group hold and its obligations in respect of each (Freehold, Head lease, Lessee, Leaseback,
Tenant) o Gain an awareness of HMOs to ensure that these are not created.
Gain an awareness of Local Authority PRS Licencing Schemes to ensure these are adhered to.
Gain and understanding of Landlord and Tenant legislation, H&S legislation, RICS and ARLA guidelines and other best practices applicable to residential property management.
Endeavour to remain informed of new relevant legislation and best practice guidelines.
Excellent verbal communication skills
Excellent written communication skills
Excellent organisational and time management skills,
Ability to multi-task and work well under pressure
Good IT skills and proficient in Outlook, MS Word, Excel, Knowledge of HORIZON/ QUBE an advantage.
Good team player
A commitment to providing high levels of service at all times.
ENTRY
Minimum 1 years experience in a similar role
Minimum 5 GCSE grades A-C
HOURS & ENVIRONMENT
Office Hours 9.15am to 5.30pm, Monday to Friday. (earlier finish on Fridays)
Primarily based at the Area Office but may be required to visit other office locations.
Required to travel to sites on occasion
Holiday entitlement 20 days per annum plus Bank Holidays plus additional paid holidays (10-14 days each year)