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Tenancy and Property Maintenance Progression Administrator

2 weeks ago

Ferryhill, United Kingdom AMRP Buy to Let Advisory Services Limited Full time

**Tenancy and Property Maintenance Progression Administrator**:
Part Time Position: 16 to 20 Hours Per Week

Full details of the role can be found below, along with further information about AMRP,

To add to this please see below a Video, from Andrew our Director explaining more about AMRP and the role we are looking to fill

The Tenancy and Property Maintenance Administrator is responsible for providing comprehensive administrative support to the lettings Manager and team, ensuring the smooth and efficient operation of the department. This role involves coordinating the letting process from the initial enquiry through to tenancy commencement, management of the tenancy and resulting maintenance.

AMRP Relocations is a distinctive property lettings and tenancy management agency based in Ferryhill, County Durham, serving the entire North East of England. Our mission is to transform empty properties into homes, offering affordable housing solutions to individuals and families across the UK. By facilitating relocations to the North East, we address issues of overcrowding, unaffordable housing, and homelessness in other regions.

**Our Process-Driven Culture**

At AMRP, we pride ourselves on our structured and efficient operational model. We have developed comprehensive process manuals and video tutorials to guide staff through common procedures. Adherence to these standardized processes ensures consistency, quality, and reliability in our services.

We believe in continuous improvement and encourage all team members to contribute ideas and feedback to refine our operations further. This collaborative approach not only enhances our services but also fosters professional growth among our staff.

**Your Role in Our Mission**

As a new member of the AMRP team, you'll be instrumental in upholding our high standards and contributing to our mission of providing quality housing solutions. Your commitment to following established processes and actively participating in their evolution is vital to our collective success.

**Key Responsibilities**:
**Administrative Support**:

- Maintain accurate records and databases, ensuring all information is up to date.
- Schedule and coordinate property viewings, inspections, and check-ins/check-outs.

**Tenant and Landlord Liaison**:

- Act as the main point of contact for tenants, addressing queries and concerns promptly.
- Ensure landlords are kept informed about the status of their properties and any relevant issues.
- Liaise with our tenant reference provider to gather all required information to complete a tenant reference before passing to our Lettings Manager to review.

**Property Marketing**:

- Assist with the preparation and posting of property listings on various platforms.
- Coordinate and monitor property viewings, gathering feedback and reporting to the Lettings Manager.
- Ensure all marketing materials are accurate and up to date.

**Compliance and Documentation**:

- Ensure all lettings activities comply with current legislation and best practices.
- Order and Maintain property safety certificates, such as gas safety, EPCs, and electrical safety reports.
- Monitor Selective Licence conditions and audit our records against the required standards.

**Repairs Progression**:

- Assist our Repairs Progression Administrator with educating tenants on the use of our Fixflo system, logging newly reported issues into the system and updating tenants should they call for an update. Liaison with appointed maintenance contractors to gather updates to update our records, to follow up for feedback, quotes, job completion dates and resulting invoices.
- Assist with gaining tenant appointments for access and liaise between tenant and contractor to agree appointments.
- Follow our emergency job process to identify issues that require immediate action, follow the process to fault find, report into Fixflo and appoint a contractor to attend immediately.
- Seek to identify new contractors to be onboarded to work alongside AMRP.
- Audit of existing maintenance contractors to ensure we hold valid insurance and certificates for all contractors with whom we trade.
- Audit of incoming maintenance invoices to perform checks that they invoice includes all required details and photo / video evidence of job completion has been provided.

**Tenancy Sustainment and Rent Account Management**:

- Alert tenants where a payment has been missed following the company rent chase policy.
- Direct tenants who are experiencing hardship to potential support agencies who maybe able to assist.
- Operate the rent chase procedure to issue call, text, and letters to tenants to alert them to missed or late payments, providing support to tenants to enable them to agree plans to enter into a formal payment arrangement to sustain their tenancy where appropriate and following the Rent Chase Policy.
- Set up Standing Order payments using our CRM system to collect recurring payments from tenants.
- Discuss potential rent