Lettings and Inspections Co-ordinator

**Job Description Lettings and Inspections Co-Ordinator**

**Principal Objectives**

To ensure the provision of service excellence at all times to both external and internal Customers.

To achieve targeted levels of residential sales and lettings whilst providing a level of customer service in accordance with the company service standards and legislative requirements.

To ensure the company satisfies its obligation in undertaking periodic inspections and recording the condition of properties and ensuring remedial action is instigated where necessary.

’Ensure detailed inventories in the prescribed format are undertaken at the initial take on and letting of properties and subsequent check out reports are conducted at the tenancy end and any tenant recharges are actioned.

Liaise with tenants and Landlords in agreeing appropriate deposit deductions and update deposit agency and software systems with outcomes.

To ensure full compliance with all administrative procedures as directed by the Office Manager.

**Key Personal Activities and Responsibilities**

Ensure that operational customer service and quality standards of the branch are met in line with company policy and procedures.

Ensure always that the company is positively and properly promoted and that the image of the company is sustained.

Ensure maintenance orders are processed and progressed to a satisfactory conclusion liaising with Landlord, contractors and tenants throughout the process.

**Enquiries /Viewings / Referencing**

Maintain up to date knowledge of all properties being marketed.

Pre-qualify applicants prior to booking viewing ensuring they meet the affordability criteria.

Diarise viewings and confirm bookings on day of viewing.

Update records onto Internal Software system once accepted and store required documentation. Promote complimentary services to Tenants such as Tenant Contents Insurances.

Schedule inventories with other team members and tenancy check-ins.

Draw up tenancy agreement and associated documentation in preparation for tenancy check in. Ensure Right to Rent Checks are conducted.

Ensure Anti-Money Laundering legislation is adhered too, and any suspicious activity is reported to the nominated officer.

**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

**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 at inspection.

**Office Administration**

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

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.

**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

Process invoices in preparation for account payment ensuring descriptions are accurate and reflect works undertaken so the Landlord knows what the invoice is for.

**General**

Always ensure the highest standards of service to all external and internal customers.

Ensure always that the company is positively and properly promoted and that the image of the company is sustained.

Deal with initial enquiries from poten