Lettings Administrator

23 Jul 2019
20 Aug 2019
Contract Type
Full Time
Great opportunity has arisen due to company growth to join a Colchester based company as a Lettings Administrator.

You will be required to work in a small very busy admin team

Management of front office dealing with face to face, telephone and e-mail enquiries.
Management of the office diary system.
Management of an effective applicant database, ensuring regular contact is made with all prospective tenants.
Register applicants and ensure that all relevant information is taken and, where necessary book in viewings for the Lettings Negotiator.
Record new landlord and property details as soon as new instructions are received and send out corresponding letters.
Handle enquiries from Landlords and pass to Franchisee/Lettings Manager.
Update website and corresponding property portals on a daily basis.
Communicate effectively with local papers to ensure adverts are published on time, proofed and agreed before going to print.
Manage the property site board ordering process to ensure all boards are erected and collected promptly and correctly.
Organise an effective ordering system and stock control for all office supplies.
Update window displays with new and let agreed properties to ensure a professional image is displayed at all times.
Record new tenant applications in the system as each application is received, adding to the pipeline board.
Prepare the tenancy agreements and corresponding notices as soon as each application has been accepted.
Forward the references and tenancy agreements to the landlord for approval and ensure a signed tenancy agreement is in place before move in.
Progress let's agreed from application to move in ensuring that files are completed with regards to: referencing, letters to landlords and tenants, preparation of tenancy agreements, arranging inventories, arranging gas certificates, keys and canvass letters.
Passing completed files to Lettings Manager / Franchisee for invoicing and preparation of landlord statements.
Notify utility companies of new tenancy details or change of occupants including all meter readings.
Complete bank standing order mandates in line with new tenancy agreements to ensure all payments are received.
General administration, including typing, filing, postage, ordering, answering calls, taking messages.
Web portal population.
Compilation of adverts as required.
Produce currently available property lettings lists.
Reports as required.
You must have
Excellent communication skills both written and spoken
Be highly flexible
Excellent customer service skills
Ability to work to targets
Hours 8.30 am to 5.30 pm 5 days per week
Parking paid for at NCP
Monthly bonus based on productivity of branch
20 days holiday plus bank holidays per annum