Lettings Administrator

Role: Lettings Administrator Salary: £16500-£18000 per annum Location: Sheffield Our client is an independently owned property agent with a national network of branches and over 30 years experience in their field. The role: Day to Day operation 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 - ensure the Jupix System for Applicant Registration is followed at all times. 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 Branch Manager / Lettings Manager. Update window displays with new and let agreed properties to ensure a professional image is displayed at all times. Record new tenancy 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 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. Scanning and uploading move in documents and completed checklists 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 on the date due. General administration, including typing, filing, postage, ordering, answering calls, taking messages. Ensure that you are fully aware of and comply with all regulations for General Data Protection & Anti Money Laundering. Bring complaints to the attention of your Line Manager immediately. Attend all meetings and training courses as required by your Line Manager. Demonstrate high standards of professionalism and provide a first-class level of customer service at all times. Inform your Line Manager of ideas which may improve performance and efficiency. From time to time perform duties outside of this job description reasonably requested of you. Completing renewals by discussing with landlords and tenants before sending out relevant paperwork within the correct timescales. Main Objectives: Front office dealing with face to face, telephone and e-mail enquiries from applicants, tenants and landlords. To operate within the confines of the Housing Act and all legislation. To operate to the standards set by our regulatory bodies. Maintain the level of service and quality standards set out by the business Handle all enquiries with courtesy and efficiency. Build and maintain excellent working relationships with landlords and tenants. Demonstrate high standards of professionalism when dealing with the public. Operate an effective diary system to ensure all landlord and tenant enquires are booked in and an appropriate time set aside. Complete referencing processes and prepare tenancy agreements whilst maintaining communication with all parties throughout and providing a seamless service from application to move in. Deputise for the Lettings Negotiator and qualify enquiries from tenants; to be passed on to the Negotiator when available. The successful candidate: Will ideally have experience of working in the property, or similar fast paced industry. If you have property industry experience you will ideally have worked as a property/lettings administrator, or similar capacity. Applications are also open to lettings negotiators that want more of a support than sales role. You will be of a personable, bright and bubble nature as well as being articulate, efficient with a high level of attention to detail. Progression opportunities are available for the right candidate in time. Glu Recruit are an equal opportunities employer.