The Role:
Co-ordination and responsibility for all lettings transactions, from point of tenancy agreed to tenancy commencement. This will include dealing with renewals where appropriate.
To protect the Lettings business from a legal and compliance perspective, ensuring the department meets all industry and company expectations.
To assist with compliance, property management and accounting administration sharing duties as required and allocated by the Head of Lettings.
Compliance:
To check contracts and documentation from a legal perspective
To carry out compliance audits
Check Landlord has signed necessary paperwork including agency agreement and fully completed Landlords details form is held on file prior to processing deals, allowing for variances as agreed by Head of Lettings
Co-ordinate deals for all offices, overviewing all initially agreed tenancies to ensure compliance prior to being progressed
Ensure Right to Rent compliance requirements have been completed prior to authorising reference checks or issuing tenancy contracts
Update systems on Reapit to record Right to Rent check details and the renewals of Right to Rent checks and other legally required visas and documents
Referencing tenants and dealing with both parties in the event reference checks fail or have special terms implied
Administer and control compliance of new landlord and tenancy insurance or other FCA regulated products including rental protection offered by the business and review income, performance and renewal activity periodically as required
Ensure all agreed tenancy terms are lawful and written into the tenancy agreement
Approve preparation of final agreements for administration department prior to dispatch
Ensure required documentation has been served on the tenant prior to tenancy commencement to ensure ability to serve notice when appropriate
Ensure all legal documentation on file prior to tenancy commencement, with copies of paperwork where required, issued to all relevant parties
Liaise with Property Management Department and/or Contractors regarding cleaning and/or maintenance to prepare property for tenancy commencement as required
Liaise with Inventory Companies regarding preparation of inventories and setting up of check in appointments
Process renewals for all offices including liaising with Lettings Sales Managers for review of rental payments
Assume compliance responsibility for each agreed let allocated to you, ensuring all relevant documentation to complete a deal has been received and approved as acceptable for purpose
Co-operate with and co-ordinate audits conducted both in house and externally
Create and maintain efficient and effective administrative procedures, filing and reference systems across the company, ensuring confidentiality at all times
Work collaboratively with the Lettings branch staff to ensure that information is communicated to all relevant personnel in a timely manner
Carry out administration duties including reference procedure and compliance certificates (Gas Safety, EPC etc)
Property Management:
Deal with maintenance issues reported in a timely manner
Maintain records of works orders in Reapit, of issues reported and subsequent action taken
Log all notes on Reapit
Ensure details of telephone conversations and copies of correspondence are stored in relevant works order on Reap It
Ensure gas safety checks are up to date
Ensure electrical safety checks are up to date
Arrange inventories, check in and check out appointments
Dealing with, and acting upon, any issues with the check-out reports
Advising utility companies of meter readings
Negotiating and co-ordinating renewal contracts as and when required
Carrying out routine visits to managed properties and reporting to landlords
Attending properties to allow access for contractors as and when required
Coordination of estimates and undertaking of repairs by contractors
Instruct repairs where authorised
Ensure all contractors used and recommended have provided details of their up to date insurance provisions
Provide regular progress reports to Landlords and Tenants re maintenance issues and action being taken to resolve
Client care:
The business of Ashtons has built up a genuine reputation for high standards of customer care, such standards to be continued and improved wherever possible.
In the unlikely event of correspondence being received from a dissatisfied client, that correspondence to be acknowledged in a diligent and timely fashion, investigated and responded to in accordance with Ashtons complaints procedure.
Respond to legal and/or court documents, in line with correct protocol in conjunction with Head of Lettings and Head of People.
Log, process, analyse and report on all complaints to the Head of departments for first, interim or final response investigations and collect and process the required evidence for internal and external grievances and complaints.
Working Hours:
Monday to Friday 8.30am - 6.00pm (3 days in office and 2 days remote)
Salary:
£30,000 - £34,000 (Depending on Experience)
Benefits:
28 days holiday (inclusive of Bank Holidays), external 1-2-1 business coaching, competitions, company parties, Monthly lunches, parking permit paid for by business, end of month drinks provided by the business and company subsidised eye tests
About Ashtons:
Ashtons is an independent Estate Agency practice, founded over 40 years ago. Driven by meaningful service and performance values, Ashtons has become the unique entity it is today.
The group provides first class Estate Agency, Letting Agency and New Homes in Harpenden, Welwyn Garden City, Berkhamsted, Hitchin and St Albans. Outlying rural areas are dealt with through our specialist Village & Country office in Redbourn and second Village & Rural department at Welwyn Garden City.
At Ashtons, everyone is treated as an individual from the day we first meet them, to the day we hand over the keys to their new home. We strive to cater for specific needs – nothing is classed as standard and nothing is left to chance. Exemplary service sits naturally alongside unrivalled performance.
We have strength and depth with over 120 enthusiastic and professionally minded people, who contribute daily to the success of our brand throughout Hertfordshire.
We have been recognised by the Sunday Times for 4 consecutive years in their Best 100 Medium Companies to Work For list, being proud recipients of 1st place in the Property Sectors best company to work for in the UK. We were gold and silver medal winners at The Times/Sunday Times Estate Agent of the Year awards, East of England, for Sales and Lettings respectively. We have also held the Investors in People accreditation for over 10 years.