Property Coordinator

Over the past 15 years in business, our focus has been to provide great service, transparency, and value to our landlords. We pride ourselves on being fair and reasonable and have experienced steady growth year on year, almost entirely organically, with the help of our fantastic and dedicated team and loyal clients.

**New Business Enquiries and Marketing**
- Being the main point of contact for new landlord calls and enquiries and booking appointments.
- Sending initial NLV (New Landlord Visit) electronic pack and preparing physical landlord packs, including comparisons to similar properties.
- Managing diary efficiently to accommodate landlord appraisals by area.
- Improving and updating landlord materials, booklets and checklists and ensuring a good supply of landlord packs are available for appraisal visits.
- Adding new landlord details to SAM database e.g., contact details, landlord reg, safety certs etc.
- Arranging information including rents, ownership, EPCs/preparation of new landlord visits.
- Arranging ad-hoc property visits and keys as required.
- Attending property visits periodically, with the Director and Projects team to develop knowledge on renovation and refurbishment projects.
- Chasing new landlords for important details that have not been submitted and liaising with other letting agencies during management transition period, to ensure a smooth handover (safety certificates, deposit transfers etc).
- Follow-up calls to landlords after initial appraisal for feedback, to identify key motivations and trends.
- Keeping a note and reporting of relevant statistics and trends including new business and PHBs (property hand backs).
- Management of SKL (Significant Key Landlords).
- Assisting with the onboarding of new landlords including key management and compliance, where required, before passing to the designated Property Manager.
- Keeping a database of HMO and Non-HMO landlords.
- Compiling and sending new business letters to property owners.
- Being proactive in identifying new avenues to generate business and promote services.
- Creating marketing materials and documents where applicable.
- Generating new ideas and creating new material for regular company Linked-In posts and website updates, including video content.
- Involvement with SEO for attracting new business.
- Attending and conducting property viewings and routine property visits for room lets, where required, and understanding EPC requirements.
- Working with the Team on landlord events such as workshops and social events, including PowerPoint presentations, handouts and follow-up links.

**Room Let and Utilities Coordination**
- Liaising with tenants regarding issues and managing communication.
- Arranging and maintaining signage in properties for Health and Safety purposes.
- Arranging quarterly meetings and calls with tenants.
- Liaising with Property Managers, Property Visitors and Landlords regarding property upgrades and improvements required.
- Utilities and WiFi management for room lets in portfolio.
- Annual Let-by-room Review (ALR) to clients, along with (ALR) statement.
- Preparation for Property Visits by Senior Team (PVS) including pack and MRS statement, safety certificates and then ensure any requirements/guidance from videos are actioned and recorded on SAM.
- Conducting property visits to assess the condition of properties.
- Implement Common Repair Process (CRP) alongside Property Manager quotes - mainly for P properties and some portfolio landlords.
- Room Cost Summary (RCS)

**Investment**
- Conducting research & collating data on landlords, the market, and competitors to assist with new business strategies.
- Researching property owners in Edinburgh and the surrounding area.
- Communicating with HMO owners and company-owned property.
- Additional ad-hoc duties and assisting colleagues as required to help the needs of the business.

**Overview of 8 Core Aspects of the Role**

1) New business enquiries and preparing for visits by Directors

2) Room let and utilities coordination (including Annual Review)

3) Common Repair Process to arrange & coordinate common repairs with neighbours

4) Other ad hoc tasks to help wider team on a weekly basis

5) Property visits and follow up after visits for existing let property

6) Admin and reporting of weekly statistics to senior team on new properties and rents

7) New business marketing, including direct letters to property owners and neighbours

8) Investment preparation and researching opportunities for purchase

**Personal Attributes**:

- Client-focused, professional with the requisite skills to establish and maintain relationships.
- Self-motivated person who can work on their own initiative and in a team whilst, achieving stretching targets.
- Ability to work calmly and efficiently in a pressurised environment.
- Excellent organisation skills and ability to manage challenging demands.
- Ability to make decisions, solve problems and manage people and tasks.
- An ho