Strutt & Parker - Contracts Support Co-ordinator

5 months ago

London, United Kingdom BNP Paribas Full time

STRUTT & PARKER - CONTRACTS SUPPORT CO-ORDINATOR (JOB NUMBER: SP1313)

**The role**
An exciting opportunity to join our lettings team in Chelsea as a Contracts Administrator to help the ongoing growth of the Lettings division.

**Responsibilities**
- Produce all new Tenancy agreements within 24 hours from receipt of the offer from the front office
- Draft the appropriate tenancy agreement (to be checked by the Office Head with accompanying correspondence) and send out for engrossment to both parties via Adobesign
- In the case where the tenant or landlord wishes to use their own tenancy agreement refer both parties to independent Solicitors for specialist advice
- Prepare initial invoices, standing orders and rent demands for tenants
- Produce deed of guarantee document if required and send for signature or prepare up front rental payment invoice
- Confirm receipt in office of signed agreement by both parties. If not received, escalate and chase where necessary until received
- Drawing up all legal notices on behalf of the Landlord and processing efficiently and effectively
- Preparing communications and administering for any tenant or tenancy changes in regards to a deed of assignment and/or deed of surrender to end a tenancy
- Prompting Right to Rent expiry renewal reminders monthly, following up, gathering new certified documents, saving to RPS and moving the expiry date forward
- Securing and issuing inventory check-in reports to landlords and tenants
- Requesting comments for the above and annexing any comments from both parties to the check in reports/inventories and importing to RPS
- Carry out property inspections prior to move in for all corporate Tenancies when needed
- Send monthly reports capturing all corporate services figures when required
- Consult and update Team Manager and Lettings Office Head where necessary
- Ensuring all correspondence is responded to promptly and uploaded to the internal system correctly
- When required, welcoming visitors and dealing with as appropriate
- Attending Lettings and team meetings
- Notifying Team Manager of any potential property issues
- Supporting and assist the team on the daily in the absence of other team members
- Maintaining paperless filing system - ensuring accurate and up to date.
- Keeping databases up to date including RPS
- Proactively maintaining own legal knowledge and comply with all Lettings legislation
- Ensuring the necessary processes and procedures are in place to support compliance
- Ensuring accurate data entry and any missing data is obtained and incorrect data corrected
- Undertake any other duties within capabilities as and when required
- Undertaking audits & projects for the team, not necessarily relating directly to your portfolio
- Undertake a proactive mind-set with regards to all tasks to ensure all Clients, not only within your own portfolio, are receiving an outstanding service level
- Constantly thinking of new ways to help the department streamline processes
- Seek out to assist the team & manager(s) when you are not busy
- Providing support to the Team Manager when needed to support Clients, the department and the front offices

**Person specification**

**Qualifications**:

- Educated to GCSE level or equivalent as a minimum

**Experience**:

- At least 6 months experience in a similar role
- Excellent communication skills
- Customer-focused with commitment to maintaining excellent service standards at all times
- Organised and systematic - able to prioritise workloads
- Ability to follow processes with good data entry and accuracy
- A smart appearance and professional approach is essential
- Team Player

**_We are proud to offer award-winning benefits to support and reward our employees:_**
- **_Heath & Leisure:_**_ 25 days annual leave + public holidays (the option of purchasing up to 5 additional days via flex benefits), health screening, gym discounts, wellbeing support, volunteering opportunities, cycle to work scheme, eye care voucher, travel & retail discounts, travel insurance, concierge service, kids pass, open fairways golf card, great company culture and social events (including sports teams, charity events, art pass), perks at work_
- **_Financial:_**_ Pension, life assurance at 8 x basic salary, group income protection, long term disability insurance, interest free season ticket loan, bonus scheme - you will be eligible to participate in the Company’s Bonus Scheme, share incentive plan, financial and mortgage advice_
- Strutt and Parker is committed to providing a work environment that fosters diversity, inclusion, and equal employment opportunity without regard to race, colour, gender, age, creed, sex, religion, national origin, disability (physical or mental), marital status, ancestry, sexual orientation, gender identity and gender expression, or any other legally protected status._
- Strutt and Parker is proud to be an inclusive employer, as recognised by our RICS Inclusive Employer status_

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