PROPERTY ADMINISTRATOR - REQUIRED
Description
JOB TITLE: Property Administrator
(Fixed Term Appointment for 1 year after which a review will be undertaken in accordance with Company’s needs)
LOCATION: 117 Station Rd, Llandaff North, Cardiff. CF14 2FD.
and any other site as identified by the Company.
RESPONSIBLE TO: Corporate Team Manager
SALARY: £20,000 per annum
HOURS: Agreed contracted hours: full time, 37.5 hours per week normally weekdays but may also include some weekends, evenings and Bank Holidays. Unpaid lunch break of 30 minutes, will be flexible to provide cover if necessary.
LIAISING WITH: Staff within Bluebay Estate Agents Ltd, Staff within Sister Companies and a range of external agencies including contractors, landlords, tenants and other stakeholders.
JOB SUMMARY:
-To carry out administrative duties to ensure a timely and responsive property management administration service.
-Undertake a busy, varied and challenging role that involves lots of stakeholder contact over the telephone.
-Liaise between landlords and tenants, managing expectations and keeping everyone informed and also investigate and resolve any queries.
-Work in accordance with Companies policies and procedures and comply with all relevant legislation;
-To provide administrative support to the Company Directors and Managers;
Develop strong relationships with a designated group of clients, in relation to their property management needs.
PROPERTY MANAGEMENT ADMINISTRATION:
-Assist with property management duties, which includes:
-the management of a portfolio of properties on behalf of clients and in alignment with statutory and contractual requirements;
-Keeping property records up to date;
-Handling and progressing prospective tenant and landlord enquiries;
-Prospective tenant references;
-Maintaining inventory records;
-Carrying out inspections;
-Drawing up new tenancy agreements;
-Processing tenancy applications;
-Dealing with any ongoing tenancy issues;
-Organising gas safety and energy performance certificates;
-Organising repairs and maintenance;
-Deal with general property enquiries & provide accurate information;
-Termination of tenancies (sending Notices i.e. Section 8 / Section 21);
-To organise property visits, report back to tenants / landlords on action required and follow up actions.
-Notifying utility companies & local authorities of a change in occupier;
-Dealing with maintenance queries and ensuring work is carried out
managing move-ins and move-outs,
-Arrange and agree move-in details, including inventory, check-in and energy performance assessments
-Dealing with dilapidations and deposit returns - Negotiate deposit releases for fully managed deals, liaising with the Landlord and Tenant.
-Organise quotes for any dilapidations and working with the Tenancy and Accounts team to organise release
-dealing with utility bills and council tax matters
-Testing/Certification including Gas/Electrical/PAT/Fire & Security - where instructed, liaise with contractors to complete annually/periodic;
-HMO Properties (management of HMO licence properties in accordance with relevant legislation and regulations);
-Answer the telephone and deal with any queries from tenants and contractors:
-Ensuring all messages are recorded in the message book and relevant communication logs;
-Participate in the on-call system and deal with all emergency queries while on-call.
-Ability to work autonomously and on own initiative whilst taking full accountability and responsibility in job functions;
Communication:
-To build good working relationships with landlords, tenants, applicants, contractors and outside agencies;
-Liaising with landlords, tenants and contractors to ensure quotes are received for maintenance work and this work is scheduled, organised and invoiced in accordance with the budget;
-maintaining accurate records on the database;
-Make clear and concise telephone and file notes and to write both standard and non standard letters in a clear, concise and grammatically correct manner.
Any other duties as specified by Company Directors or Management.