Lettings Administrator

_**Vesta Sales and Lettings are an independent sales and letting and agent operating across Essex with a passion for property and people that shines through in our personable professional approach to provide our clients with complete satisfaction and outstanding results.**_

**Job Title**:Lettings Administrator

**Main Purpose of Job**:
To manage the letting process of available properties through to running tenancies, to ensure a first class service for both landlords and tenants. Nurturing a strong working relationship with all parties from the outset in line with the company’s goal to grow our business through reputation.

**Main tasks of Job**:

- General reception and administration duties as required by the business.
- Creation, maintenance and management of applicant and property records.
- Facilitate successful advertising of new properties or those requiring re-letting.
- Pro-active and effective matching of suitable applicants with properties.
- Write/re-write effective ‘lifestyle’ descriptions for properties to ensure maximum market interest.
- Conducting viewings on available properties to build a professional and friendly relationship with those viewing to ‘interview’ potential applicants for suitability.
- Provide weekly feedback to landlords, including feedback received and Rightmove reports and giving marketing advice to improve lettings potential and making marketing amendments
- Actioning any maintenance requirements as necessary to maximise lettings potential of the properties.
- Negotiation of initial tenancy terms between landlords and applicants in a timely fashion.
- Provide support, advice and regular updates to landlords and applicants throughout the process
- Confirmation of lets between landlords and tenants including any specially agreed terms.
- Organising and collating EPC’s, Gas Safe certification, electrical installation and PAT testing on new properties in conjunction with the Portfolio Management Support and client’s instructions and legal compliance.
- Ensuring properties are ready for occupation as scheduled in conjunction with the Portfolio Management Support.
- Production of new tenancy agreements and associated supporting documentation and materials in line with current legislation.
- Complete move in appointments with new tenants in line with company procedures and current legislation to include Right to Rent checks.
- Provide support to the Lettings Director as necessary.
- Escalating matters to relevant Head of Department or Director/Partner as necessary
- Overseeing the maintenance of the current lettings portfolio assisted by the lettings Director and administrative support
- Such other duties as may from time to time be reasonably requested by the Directors

The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and overall business objectives of the organisation

**Objectives**:

- To provide first class personal customer service in line with the company customer service charter and to promote positive working relationships with colleagues, clients and customers leading to excellent feedback and company awards.
- Ensure that information used by the company is correct, legally compliant and up to date at all times to facilitate the smooth running of the business.
- To ensure our clients' investments are maintained to a high standard as a reflection of the company.
- Effective management of client and customer relationships.
- Take a pro-active approach to management of your workload to bring about exceptional results.
- Utilise your own initiative within your capabilities and experience to make an active contribution to the team and to endeavour to exceed targets and expectations.
- Ensure the companies’ legal compliance at all times.
- Minimise waste of company resources.

**Skills/Experience**:

- Working knowledge of Windows (including Outlook, Word and Excel)
- Ability to produce business correspondence with a high degree of accuracy
- Keen interpersonal, communication, problem solving and negotiation skills.
- Systematic and professional in your approach with excellent organisational skills and the ability to prioritise and multi-task.
- Full driving license and own vehicle.
- Customer service skills essential.

**KPI’s**:
Obtain viewing feedback within 24 hours of viewing and note system

Provide feedback to Landlords once per week to include marketing stats and feedback from viewings

**Salary**: £20,000.00-£23,000.00 per year

Schedule:

- Monday to Friday
- Weekend availability

Ability to commute/relocate:

- Rayleigh: reliably commute or plan to relocate before starting work (required)

Work Location: In person