Property Transfer Coordinator

Job Title: Property Transfer Coordinator

Department: Hive CoSec Services Limited

Location: Portsmouth Office Office

Hours: Monday to Friday 9:00am – 5:00pm with 1 hr lunch break (35hrs)

Report to: Chief Operations Officer

Holiday Allocation: 25 days per annum

Summary of Job: To assist the Hive in managing legal property enquiries, primarily focusing on the preparation and coordination of LPE1 (Leasehold Property Enquiries) and FME1 (Freehold Management Enquiries) packs. These forms are standard documentation used during the sale of a leasehold or freehold property to provide prospective buyers and their solicitors with key information about the lease, service charges, insurance, and planned works. This role involves liaising with solicitors and internal departments to ensure timely and accurate responses to these enquiries are maintained in a high volume environment.

• Act as the initial point of contact for all LPE1 and FME1 enquiries across multiple offices.
• Compile, draft, and source required documentation for all schemes, including:
• Completed LPE1/FME1 forms o Scanned copies for record-keeping
• Fire Risk Assessment (FRA)
• Asbestos Report o Insurance Certificate
• Two years of service charge budgets
• Three years of service charge accounts
• Statement of Account
• Notices of Intention (Section 20) and other relevant documents
• Send draft packs to Property Managers for review and finalise packs for solicitors
• Manage solicitor enquiries before and after completion, liaising with Property Managers and providing accurate responses.
• Raise invoices for LPE1/FME1 packs, additional questions, and related services using Sage and manual processes where required.
• Maintain and update central trackers and accurately record all correspondence
• Handle Companies House filings, Director appointments/resignations, and other company secretarial duties for relevant clients.
• Prepare Welcome Letters and Packs for new clients, ensuring inclusion of insurance details, fire notices, and property-specific information.
• Assist with post handling and scanning when required.
• Support the team with any other administrative tasks necessary to meet business needs.

• Strong administrative and organisational skills with a high level of attention to detail.
• Excellent communication skills, both written and verbal, with a professional telephone manner.
• Proficient in Microsoft Office (Outlook, Word, Excel); experience with Sage or similar finance software is advantageous.
• Experience in a customer-facing or legal/administrative role is desirable.
• Ability to manage and prioritise multiple tasks effectively while working to deadlines.
• Capable of working independently as well as collaboratively within a team environment.
• Understanding of leasehold property and LPE1/FME1 documentation is beneficial but not essential.

Please Note: This job description is an indication of the job role you have been employed to do and not an exhaustive list of daily or monthly tasks. All employees will be expected to undertake any suitable tasks requested by their line Manager to meet the changing needs and future growth of the business, as discuss in regular reviews. The job description needs to be read alongside the post-holders Statement of Main Terms and Employee Handbook, which provides detailed information concerning the policies and procedures of our company. This job description will be reviewed periodically. As part of the recruitment process, social media checks may be carried out as part of the pre-employment screening. By applying to this vacancy, you agree for this to take place. If you have any questions, please email to discuss further.