Property Coordinator

**Job Summary**

As a Property Coordinator at **JCP Estate Agents** you will play a key role in supporting the day-to-day operations of our award winning lettings agency by coordinating property management activities and providing assistance to landlords, tenants and internal teams. You will be responsible for ensuring the smooth functioning of our rental properties and delivering exceptional service to our clients.

**The Role & Duties**
- Tenant & Landlord Communication:

- Serve as a primary point of contact for tenants and landlords for current and past tenancies, addressing enquiries, concerns and requests in a timely and professional manner.
- Facilitate communication between tenants and landlords, relaying messages and coordinating resolutions for issues or maintenance requests.
- Landlord & Tenant Relations:

- Foster positive relationships with both landlords and tenants, addressing their concerns and enquiries in a courteous and professional manner.
- Handle complaints or disputes, escalating issues as needed and ensuring prompt resolution.
- Administration:

- Maintain updated records of landlord and tenant communications.
- Maintain records, prepare reports and organise documents related to property management activities.
- Assist with scheduling appointments, coordinating property viewings and managing correspondence with tenants, landlords and colleagues.
- Property Inspections & Maintenance:

- Coordinate property inspections, ensuring that rental properties meet quality standards and any necessary maintenance or repairs are addressed promptly.
- Liaise with maintenance contractors to schedule and oversee certification and property maintenance activities, ensuring timely completion and adherence to budgetary constraints.
- Deposit Returns:

- Manage the process of returning tenants' deposits at the end of their tenancies, ensuring compliance with deposit protection regulations and lease agreements.
- Book inventories and check outs, documenting any damages or deductions in accordance with tenancy terms and deposit protection guidelines.
- Coordinate the return of tenants' deposits, processing refunds and communicating with accounts department, tenants and landlords regarding any deductions made.
- Accounts Management:

- Process rental payments from tenants and ensure timely collection to maintain cash flow for the agency.
- Handle payments to contractors for maintenance and repair work, ensuring invoices are processed accurately and promptly.
- Manage company payments and accounts, ensuring all transactions are recorded and reconciled in a timely manner.
- Work closely with our accountant to maintain accurate financial records and assist in preparing financial reports.
- Ensure all invoices are properly documented, filed and tracked, addressing any discrepancies in a timely manner.
- Compliance & Regulatory Requirements:

- Ensure compliance with all relevant laws, regulations, and company policies governing property management, landlord-tenant relationships and data protection.
- Stay informed about changes in local rental regulations and implement necessary updates to procedures and documentation.
- General Support & Additional Responsibilities:

- Promote and cross-sell additional services such as mortgage, construction and insurance to tenants and landlords to enhance their experience and provide comprehensive solutions.
- Actively participate in initiatives to expand and promote the company's brand, contributing to increased visibility and recognition in the market.
- Perform general ad-hoc duties as needed, including administrative tasks and office organisation to support the smooth operation of the offices.
- Provide support and assistance to colleagues, fostering a collaborative and efficient working environment.
- Cover for other staff members in their absence, ensuring continuity of service and operations

**Qualifications**:

- Proven experience in property management, lettings or a customer service role is advantageous
- Excellent communication skills with the ability to work collaboratively
- Strong organisational skills with keen attention to detail and accuracy
- Proficiency in IT
- Leadership qualities to drive marketing initiatives forward
- Excellent time management abilities to handle multiple projects simultaneously
- Basic financial literacy and understanding of accounts management and invoicing
- Ability to multitask and prioritise effectively in a fast-paced environment

**Our Commitment**
- Employ the very best people to work within our business to ensure our future in key market places
- Position JCP Estate Agents as the employer of choice, with employees who are proud to represent our business
- Create a diverse business which is current, progressive and opportunistic in its approach
- Outline clear, inspiring career paths for employees with opportunity for self-development and personal progression

Join us as a Property Coordinator and be part of an experienced clo