Property Administration Assistant

by | Jul 14, 2017 | 0 comments

Property Administration Assistant
LOCATION: Bracknell
SALARY: £25,000 + OTE £3,000

iRecruit Partners are currently working with a company based in Bracknell who are looking for a Property Administration Assistant to join their rapidly expanding team. You will be dealing with the day to day property management of residential portfolios owned by Corporate Clients, dealing with Landlords, Tenants and Contractors, and ensuring at all times that activities are in accordance with the service level agreements between the company and their clients and best practice. You will manage the lettings process for vacant properties under management. These portfolios are under instruction of large Corporate Landlords and will involve ensuring that the process is managed to ensure the minimum of voids periods and therefor reduce rental loss to the clients.

MAIN RESPONSIBILITIES:

  • Day to day management of properties through Property Management IT system and other computer records, including general enquiries, repairs, legal documentation
  • Carrying out property visits on a periodic basis (including some check out, check ins and inventories as required)
  • Arranging repairs and maintenance as required and ensuring strict service levels are adhered to regarding completion times and commitment for expenditure in line with client requirements. Ensuring all expenditure is cost effective and commitment to spend for portfolio is well maintained to ensure positive investment for clients
  • Sourcing and instructing local sub agents to obtain optimum lettings performance. To liaise with local sub agents to ensure that the properties are fully marketed and obtain details of viewings and interest
  • To assess property portfolios to ensure that every endeavor has been made to ensure that properties are let as quickly as possible and to develop marketing strategies on specific units and schemes
  • To draw up and place effective advertisements using online upload systems and check and monitor adverts placed by sub agents
  • Dealing with strict procedures to ensure that properties are let in accordance with client requirements
  • Chasing sub instructed agents for return of signed documentation and initial funds
  • Assessing applications received from local sub agents and assessing suitability
  • Attending Corporate client meetings to discuss lettings strategies and explaining performance on void properties
  • Continual assessment of properties to ensure that market rental figure is at optimum level but also competitive in variety of local markets
  • To prepare detailed reports for clients and management to show progress of lettings to date and activity on individual portfolios
  • To set up new tenancies on PropCo system ensuring system is kept up to date
  • To carry out referencing on applicants to ensure they comply with Landlord requirements
  • Preparation of new tenancy documentation
  • Processing invoices in line with department procedure and client service levels and requirements (including ensuring validity of invoice for payment, compliance of invoice and authority for payment by client held)
  • Liaison with clients, tenants, contractors, internal colleagues and others
  • Control and handling of queries/complaints in accordance with procedure
  • Attending review meetings with clients to report on progress of portfolios in line with agreed timescales (could involve overnight stays away)
  • Attending Court in order to represent clients in regards to possession hearings or those for non-payment of rent (could involve overnight stays away)
  • Liaising with other colleagues with the department in regards to lettings and credit control to ensure you have full knowledge and oversight of all aspects of the portfolios that you are managing at all times
  • You are responsible for being aware of your own training and development needs and identifying those needs to your Line Manager
  • Managing property portfolio to ensure that it is being run as efficiently as possible for the client and ensuring the optimum income rates for their investments
  • Investing in the company policy to ensure that this is encompassed by the team and those managing the portfolios
  • Preparation of reports to Senior Management to reflect performance, expenditure actual and commitment

REQUIRED SKILLS AND EXPERIENCE:

  • Experience within residential property management desirable
  • Ideally, You will be highly motivated with previous experience of the lettings market
  • You will be dealing with large corporate clients and therefore must be presentable and well-spoken and experienced in reporting in such situations
  • Qualification to ARLA/NFOPP Legal Advanced level or equivalent desirable
  • First class customer service skills
  • Excellent organisation, prioritization and time management skills with a strong attention to detail
  • Ability to work proactively and comfortable/excited at using their own initiative in a fast paced environment where priorities can change regularly
  • Strong communication, influencing and relationships skills, with a strong customer centric approach (comfortable working with colleagues at all levels within the organisation)
  • High levels of energy, drive, enthusiasm with a passion for developing themselves and being an active and supportive member of a high performing team
  • High level of competency in IT along with excellent written and spoken English

KEYWORDS: Administration / Property / Lettings / Clients / Customers