Lettings co-ordinator

As a Lettings Co-ordinator you are responsible for pre admin work and set up of new tenancy for allocated portfolio. As a lettings co-ordinator you should have excellent organisational skills along with clear communication and interpersonal skills. You must be able to facilitate good working relationships across all departments. A confident individual who can work well under pressure and well within a team.

Job Responsibilities

Demonstrate a clear understanding of financial issues and their implications and be familiar with our client's terms of business. This will assist you in acting in the best interests of your client and maximise the profitability of each property managed.

Understand terms of AST so that you can draft a new AST as per the terms agreed.

Communication is key to lettings co-ordinator's success, ensure to update all parties involved to avoid frustration from LL &TT. Set the right expectations and always acknowledge your email.

Ensuring tenants/contractors and Landlords are compliant with statutory and contractual obligations.

Seek to embed a positive business approach in the team by ensuring a strong, positive and flexible "can do" culture and one that encourages and endorse continuous improvement at both an individual and company level.

Ensure competent contractors are used to carry out safety checks and inventory / Check In process.

Keep partner agent informed and updated at all times.

Issues where you anticipate a complaint or dissatisfaction from any party involved should be discussed in daily meeting and escalated with your reporting manager.

Any formal complaints reported should be discussed with your reporting manager and all communication should be saved on Aspasia.

Negligence on part of lettings co-ordinator will require explanation and will be issued with formal warning. In case of doubt discuss the situation with your reporting manager.

Key Tasks

Check new lets inbox every few hours to ensure all properties are added on Aspasia the same day.

Contact tenant the same day to collect initial funds. Initial funds and all pre let admin funds should be collected by debit card payment or Bank transfer. Payments by credit card are not accepted at all.

Initiate reference process and send out the links to TT's. This includes chasing relevant parties for updates/outstanding information and keeping all parties updated regularly

All notes must be saved on Aspasia and where possible supporting documents should be uploaded.

Arrange for any service requested by LL through LL questionnaire and liaise between contractors / LL's / agent to book relevant service.

Acknowledge your emails and always call back if you committed to do so even if the task is not complete but always communicate.

Draft contract should be issued asap so that it can be reviewed by both parties to avoid any last minute changes.

Issue an invoice for final funds and ensure all funds are collected before the move in date.

Issue AST via Docusign and ensure its signed by both parties before the move in date.

Key collection should be arranged on the day of move in co-ordinate between all parties involved.

Send agent summary sheet & welcome emails.

Run a final check to ensure everything is processed as per agreed terms and property is activated on Aspasia.

Add the property details on accounts calendar for them to process the final funds.

Add the property on partner agent statement and ensure fee is added correctly on new lets tab.

Inventory Report to be sent to all PM's on weekly basis.

Add on services - Ensure to promote add on services to LL's like legionnaires / Rent Guarantee / Check in / Inventory. Record all services sold on an excel file and report them to Finance Director every Friday.

To be considered for the role please apply directly now