Lettings Coordinator

Job Description

Join our multi award-winning, family-run independent estate agency in Tunbridge Wells as an experienced Lettings Coordinator. We are seeking a dynamic individual to enhance our busy and well-established department, ensuring the smooth operation of our lettings portfolio and contributing to the growth and profitability of our business.

Role Purpose: 

The primary objective of this role is to manage our lettings processes effectively, ensuring compliance with property law and legislation while delivering exceptional customer service to our Landlords and Tenants.

Key Responsibilities:  

•    Tenancy Administration: Oversee tenancy paperwork, including issuing legal documents throughout tenancies.       
•    Move-In/Out Coordination: Ensure properties are fully compliant and ready for occupancy, including booking inventories, required works, cleaning, key cutting, tenant payment coordination, and utility supplier notifications.       
•    Contract Negotiations: Manage and negotiate renewal contracts and rent increases with landlords and tenants.       
•    Resident Issues: Address reasonable resident issues and service requests promptly.       
•    Software Monitoring: Utilize lettings software to ensure all tasks are handled efficiently.       
•    Deposit Registrations: Manage the registration of tenant deposits.       
•    Tenancy Agreement Compliance: Ensure tenants adhere to their tenancy agreements, addressing any breaches as necessary.       
•    Business Development: Seek new business opportunities to grow our lettings portfolio.       
•    Property Management Assistance: Support the Property Manager with routine management visits, contractor coordination, and landlord updates.       
•    General Administration: Perform various administrative duties as required. 

General Responsibilities:    

•    P.A. Duties: Assist the Lettings Director with specific tasks.       
•    Office Management: Answer phones, register applicants for sales and lettings, and arrange viewings and market appraisals.       
•    Filing and Archiving: Manage general filing and organise the annual file archiving process.       
•    Marketing Events: Participate in company marketing events.

Communication:     

Ensure clear communication with landlords, tenants, contractors, and colleagues, documenting all actions, work programs, and progress updates in the property management system.       
Experience/Knowledge:       
Prior experience in lettings administration is essential.

Candidate Profile:      

•    Team Player: Ability to work well within a team and independently.       
•    Client Confidence: Confident in dealing with clients both in person and over the phone.       
•    Customer Service: Proven track record of delivering exceptional customer service.       
•    Communication Skills: Articulate, well-spoken, with excellent communication skills.       
•    Organised: Highly disciplined, well-organised, with the ability to multitask and prioritise workload.       
•    Tech-Savvy: Proficient in Microsoft Office programs.       
•    Flexible: Adaptable with a flexible approach to work.       
•    Interpersonal Skills: Good interpersonal skills and high attention to detail.       
•    Appearance: Smart appearance with good humour and listening skills.       
•    Local Knowledge: Knowledge of the local area is preferable.       
•    Qualifications: ARLA qualification desirable but not essential.       
•    Software Knowledge: Previous experience with Goodlord and Street software advantageous.       
•    Driving License: Full, clean driving license and own car essential.

Working Hours:      

•    Full-Time: 5 days a week, including some Saturdays.       
•    Hours: Monday - Friday 08.45 – 17.00 and Saturday 09.00 – 16.00 (you will be given a day off in the week if you work the Saturday)

Benefits:      

•    Holiday Entitlement: 28 working days per annum, including Bank Holidays. After 3 years of continuous service, employees are entitled to 1 additional day of holiday for each completed year, up to a maximum of 32 days’ annual leave, including Bank Holidays (pro rata for part-time staff).
•    Incentives/Bonuses: Team and individual incentives/bonuses for generating new business and positive Google Reviews.
•    Quarterly & Annual bonus scheme after probation period.
•    Individual bonuses for generating 5* Google Reviews.     

Join us to become a crucial part of our dedicated team, providing excellent service and contributing to the success of our agency.