Property Administrator

Property Administration:

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)
  • Inspection Condition Reports, Water sampling) o Co-ordinating Renewal Inspections o Rent Reviews and Registrations of Fair Rents o Collection of rent arrears

• 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 timeframeso 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

• 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 PRSLicencing 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)