Portfolio Lettings Coordinator

7 days ago

London, Greater London, United Kingdom Cluttons Full time

About the Role

The Portfolio Lettings Administrator will provide administrative support to the Property Managers in the portfolio team across circa 300 tenancies. This role involves providing a wide range of support functions for the team, including liaising with the team to progress tenancies, dealing with renewals, communicating with landlords and tenants, and managing third-party relationships.

Key Responsibilities

  • Prepare and maintain tenancy agreements, contracts, and relevant lettings documentation.
  • Manage the computerised property records system, ensuring accurate and up-to-date information.
  • Build and maintain relationships with landlords, tenants, and other stakeholders.
  • Process invoices and manage financial transactions as required.
  • Act as a first point of contact for service partner invoices and investigate any discrepancies.
  • Provide general administrative support to Property Managers and the team.
  • Coordinate and arrange necessary services, including EPCs, EICRs, check-in inventories, gas safety checks, and cleans.
  • Conduct 'right to rent' checks and carry out referencing checks on tenants.
  • Prepare and issue section 21, 8, and 48 notices with prescribed information for review by Property Managers.
  • Deliver exceptional customer service and communication.
  • Develop trusted relationships with colleagues, clients, tenants, and service partners.
  • Identify opportunities to increase revenue for the department and suggest cross-selling opportunities that benefit the company as a whole.

    Requirements

    • Previous experience in a similar property management role.
    • Excellent interpersonal skills, with the ability to communicate effectively and maintain professional boundaries.
    • Ability to prioritise workload and work effectively in a high-pressure environment.
    • Ability to handle difficult situations and work under pressure.
    • Close attention to detail and proficiency in MS Office, including Outlook, Word, and Excel.
    • Strong administrative skills and a strong team ethic, with the ability to work collaboratively within a team or independently.
    • Ability to work on own initiative and respond to varying demands of the role.

    Benefits

    • Hybrid working arrangement to provide flexibility.
    • Generous holiday entitlement, increasing with length of service.
    • Enhanced auto-enrolment pension scheme.
    • Life assurance to protect loved ones.
    • Interest-free season ticket loans.
    • Cycle to work scheme.
    • Flu and eye care vouchers.
    • Employee Assistance Programme for health and wellbeing support.
    • Help@Hand Remote GP app for medical expertise.
    • Access to discounts at favourite retailers, restaurants, and leisure venues.
    • Family and wellbeing policy, including enhanced maternity pay and menopause support.
    • Flexible benefits policy, allowing selection of additional benefits.

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