Maintenance and Lettings Administrator

**Company description**

Northwood are Estate and Letting Agents who's primary focus is providing excellent services to Landlords. Northwood is renowned for it's unique Guaranteed Rent service and has over 85 franchised offices across the UK, An experienced husband and wife team run Northwood (Cornwall) and the office is based in Truro which is staffed by a small friendly team of property experts.

We like to work in a pleasant environment and offer hands on training and additional support through the Northwood network training programme. If you think you could help us on our journey to becoming the best agents in Cornwall then we would love to hear from you.

**Job description**

**Maintenance and Lettings Administrator**

**Principal Objectives**

To ensure the provision of service excellence at all times to both external and internal Customers.

To manage the company’s administration processes on all property management services following the initial take-on of Landlord properties.

To fully safeguard the welfare of Tenant interests.

To ensure full compliance with all administrative procedures as directed by the Office Manager.

To provide first line back up to Sales & Lettings Negotiators for all accounts procedures

**Key Personal Activities and Responsibilities**

**Office Administration**

Be the first port of call for office telephone enquiries.

Update the vacant property list on a weekly basis and issue to all team members.

Ensure window display is up to date and new property flyers are created.

File documents, scan invoices and ensure office stationery supplies are sufficient.

Liaising with Property Owners and Tenants.

Ensure all external/internal communications are dealt with promptly and are clearly documented in accordance with company procedures.

**Maintenance**

Liaise with tenants, property owners, contractors on maintenance issues that arise and raise work orders as necessary.

Immediately record details of all maintenance issues reported and manage the process to a speedy and successful conclusion.

Ensure effective and timely communication with both Landlords & Tenants and give estimate of costs so that, where possible, prior cost agreement can be obtained.

Liaise with Office Manager on any maintenance issue which could threaten Customer Service.

Manage any maintenance issues resulting from property inspections, ensuring reports are sent to Landlords.

Notify Office Manager on any issues which breach Tenant contract conditions.

Update the in
- house IT system with notes on jobs and progress

Process invoice in preparation for account payment

Ensure all contractor’s Public Liability insurance documents are up to date.

Ensure Gas Safety and Electrical records are always up to date and issue inspections liaising with Property owners/tenants and contractors. Follow up on any issues raised on inspections. Ensure detailed notes are kept.

Issue certificates to Property Owners and Tenants.

Ensure all properties have up to date Energy Performance Certificates and investigate funding options on behalf of property owners.

**Viewings / Referencing**

Maintain up to date knowledge of all properties being marketed.

Pre-qualify applicants prior to booking viewing.

Diarise viewings and confirm bookings on day of viewing.

Upload potential tenants to on -line referencing portals.

Update records onto Internal Software system once accepted and store required documentation.

Schedule inventories with other team members and tenancy check-ins.

Draw up tenancy agreement and associated documentation in preparation for tenancy check in.

**Service**

Ensure the highest standards of service excellence to all external and internal customers at all times.

Ensure always that the company is positively and properly promoted and that the image of the company is sustained.

Record and successfully resolve all complaints and issues from both Landlord and Tenants from the point of two weeks after the check in of Tenants into a property.

**WHO WE ARE LOOKING FOR;**

**You should be able to demonstrate;**

Excellent customer service skills

Be able to achieve goals against deadlines

Be able to work in a collaborative manner within team environment

Have good IT knowledge and be comfortable with numbers

Be able to be empathetic with clients and customers

Be able to Multi
- task

Good Listening skills

Experience of working in an office environment

Some property maintenance knowledge would be helpful

Excellent telephone manner.

Good problem-solving skills

Can-do attitude

Working Hours Monday Friday 9.00- 5.30 (1 hour lunch break)

Alternate Saturdays 9.00-12.30

Salary £19,000-£23,000pa

Holiday 20 days per annum

Industry: Real Estate

**Salary**: £19,000.00-£23,000.00 per year

Additional pay:

- Bonus scheme

**Benefits**:

- Company pension

Ability to commute/relocate:

- Truro, TR1 3DN: reliably commute or plan to relocate before starting work (required)

Licence/Certification:

- Dri