This is a part time position working 20hrs per week (there may be some flexibility if you are looking for slightly less or slightly more hours).

You will play a critical dual role within our lettings team, combining administrative support, client communication, and property management duties with on-site inspections. The role ensures that properties are managed efficiently, tenancies are compliant with legal obligations, and landlords and tenants receive excellent service.

Lettings Administration:

• Respond to landlord, tenant, and prospective tenant enquiries promptly via phone, email, and in person.
• Respond to incoming calls from potential landlords to provide information about our offerings and services in the absence of the primary contact.
• To proactively promote the company and generate new business opportunities by effectively using internal marketing and property software platforms to identify properties marketed by other agents and engage owners with a clear presentation of our services and competitive advantages.
• Assist in the full lettings process including property listings, marketing, arranging viewings, and applicant vetting.
• Prepare, issue, and manage tenancy agreements, renewals, and associated documentation in line with current legislation.
• Maintain accurate, up-to-date records of tenants, landlords, property details, tenancy agreements, rent payments, and deposit information in property management software.
• Coordinate tenancy renewals, rent reviews, and deposit registrations.
• Manage tenancy deposits:

• Collect deposits from tenants.
• Register deposits with a government-approved tenancy deposit scheme within statutory timeframes.
• Provide tenants with prescribed information about their deposit.
• Handle deposit deductions at the end of tenancies in agreement with landlords and tenants.
• Maintain accurate deposit records and reconciliation reports.

• Liaise with contractors, landlords, and tenants regarding maintenance and property requirements.
• Assist with accounts, including reconciliation of rent payments, chasing arrears, and ensuring compliance with financial procedures.
• Produce regular reports for the management team on lettings activity, tenancy status, and property portfolio updates.

2. Property Interim Inspections:

• Conduct regular routine property interim tenancy inspections.
• Produce detailed inspection reports highlighting property condition, maintenance issues, and compliance with tenancy agreements.
• Take high-quality photographs and detailed notes for landlord reports.
• Ensure all properties meet health and safety standards and relevant legislation, such as Gas Safety, EPC, Legionella, and Fire Safety requirements.
• Follow up on identified maintenance or repair issues, coordinating with contractors and ensuring timely resolution.
• Provide guidance to tenants on property upkeep, compliance, and obligations under their tenancy.

3. Compliance:

• Conduct customer due diligence (CDD) for landlords and tenants in line with AML regulations and Company policy.
• Verify identification documents and maintain accurate AML records for all parties.
• Monitor and report any suspicious activity in line with AML policies.
• Ensure all tenancies comply with current property legislation and regulatory requirements.
• Assist with internal audits and compliance checks (e.g. AML).

Personal Attributes

• Proactive, solution-oriented, and confident in making decisions within your remit.
• Friendly, professional, and customer-focused.
• Flexible approach to working hours, as occasional weekends may be required for inspections or viewings.

Skills and Qualifications

• Previous experience in lettings administration and property management.
• Knowledge of AML regulations and experience with customer due diligence checks.
• Strong organisational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency in property software and associated portals (e.g. Reapit, Inventory Hive, Homelet, Tenancy Deposit Scheme (TDS) and Deposit Protection Scheme (DPS), Elements, Land Registry) and Microsoft Office (Word, Excel, Outlook).
• Excellent written and verbal communication skills.
• Full UK driving licence and access to a vehicle for property inspections.
• Knowledge of property legislation, tenancy regulations, and health & safety compliance.
• Ability to work independently and as part of a team. xbpsjku
• High levels of integrity, discretion, and confidentiality when dealing with financial and personal information.