Property Administrator

As an Property Coordinator, you will manage the day-to-day operations of property lettings and accommodations. You will be responsible for coordinating with tenants, landlords, and internal teams to ensure smooth rental processes. Your role is crucial in maintaining high standards of service, resolving tenant inquiries, managing tenancy agreements, and ensuring compliance with legal requirements. This position involves administrative support, property management, and tenant relationship management.

Key Tasks and Responsibilities Tenant and Landlord Liaison:

• Act as the main point of contact between tenants and landlords, ensuring effective communication and addressing any concerns or queries.
• Coordinate viewings, tenant check-ins, and check-outs, providing excellent customer service throughout the process.
• Ensure tenants receive relevant information regarding their tenancy agreements, property conditions, and maintenance schedules.

Tenancy Agreements and Documentation:

• Prepare and process tenancy agreements, renewal contracts, and any associated documents.
• Ensure all legal requirements for tenancy agreements are met, and that documents are signed and stored accurately.

• Monitor and manage the rental agreement cycle, including renewals, terminations, and rent reviews.

Lettings Marketing and Advertising:

• Advertise available properties across various platforms, including online listings and local advertising.
• Assist in showing available properties to prospective tenants and guide them through the application process.
• Prepare property descriptions and take professional photos for listings.

Compliance and Legal Requirements:

• Monitor complaints
• Ensure that all properties comply with local housing laws, health and safety regulations, and fire safety standards.
• Stay up to date with housing regulations, including tenant rights, rent control laws, and property licensing requirements.
• Ensure that all required certifications (e.g., gas safety, electrical checks) are up to date for each property.

Property Inspections:

• Conduct regular property inspections to ensure that tenants are adhering to the terms of their tenancy agreements.
• Report on the condition of properties during inspections and recommend any necessary actions to improve or maintain the property.
• Coordinate move-in and move-out inspections, documenting the condition of the property for reference.

Administrative Support:

• Provide general administrative support to the accommodation and lettings team, including filing, document management, and organising schedules.
• Maintain accurate and up-to-date records of all tenant and property information.
• Assist with the preparation of reports and updates for senior management on lettings and accommodations performance.

Tenant Support and Conflict Resolution:

• Provide support to tenants throughout their tenancy, including resolving any issues or disputes.
• Act as a mediator in situations involving conflicts or complaints between tenants and landlords.
• Ensure tenants are aware of their rights and responsibilities and provide guidance on relevant matters as needed.

System Management:

• Update and maintain property management software systems with tenant and property data (Alto).
• Ensure that all rental records, payments, and communication logs are entered accurately and in a timely manner.
• Assist in improving property management systems and processes for better efficiency.