Property Administrator

Property Administrator

Based Sutton Coldfield

Salary up to £24,000

9.15am to 5.30pm, Monday to Friday

My client, with a portfolio across the South East and Midlands, is seeking a Property Administrator for their office in Sutton Coldfield. The ideal candidate will have excellent customer service skills, a team player attitude, and experience in a supporting role within the property industry. This key hire will assist the Property Manager 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.

Responsibilities

Tenancy Management

Assist with the following tasks:

• 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 Regulations, Right to Rent Checks, Smoke & C02 Regulations, Deposit Protection etc)
• Receiving/collating offers for the Property Manager's review
• Obtaining/collating tenant reference reports, for the Property Manager's review
• 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 company 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
• preparing and managing insurance claims
• Undertaking vacant unit inspections in accordance with company policies and procedures
• Managing utility supplies (gas, electricity and water) during the end of tenancy/ new letting process in accordance with company 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)
• Co-ordinating Renewal Inspections
• Rent Reviews and Registrations of Fair Rents
• 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/fulfill tasks
• Liaise with external consultants and service providers e.g. Electricians, Gas Safe Engineers, Utility providers
• Utilise company Property Management Information Systems in order to undertake any of the above tasks

Requirements

• Knowledge of Landlord and Tenant legislation, H&S legislation, RICS and ARLA guidelines and other best practices applicable to residential property management
• Knowledge of HMO, PRS and various types of property tenures
• Informed of new relevant legislation and best practice guidelines
• Excellent written and verbal 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

This is an urgent requirement so please don't delay in applying with your up-to-date CV. The company offer good progression opportunities, assistance with industry qualifications, and excellent benefits.