Tenancy Progressor

  • Location
    Wimbledon, Greater London
  • Salary
  • Category
    Office and Secretarial - Administrator
  • Job type
  • Industry
    Office and Secretarial
  • External Reference

Tenancy Progressor (Administrator)
Location: South West London, Chelsea
Salary/Rate: £25,000 - OTE £26,500
Type: Full time, permanent

Our client is a high-end property company with their office based in Chelsea. The purpose of this job role is to provide administrative support to the Tenancy team across multiple sites. The successful candidate will be joining a team of 6 and will ideally have a background/ interest in property sector, however this is not essential as full training will be given.

Duties include but are not limited to:

  • Administer new tenancies from the point of offer acceptance until move in as allocated by Team Manager

  • Offer central support for non-managed client and tenant queries

  • Keep fully compliant with up to date lettings legislation and best practice procedures

  • Act as central contact for landlords and tenants during tenancy progression

  • Provide excellent customer service to landlords and tenants Field initial tenant and client queries regarding tenancy matters (legal queries/post move in snagging) consulting with Team Manager and Lettings Office Head where necessary

  • Answer the telephone when other team members are occupied and refer calls to the appropriate member of the department or take a message.

  • When required, welcome visitors and deal with as appropriate.

  • Attend team meetings & notify Team Manager of any potential tenancy issues

  • Support and assist the team with administration in the absence of other team members.

  • Check inventory check-in invoices and authorize for payment within 48 hours of receipt in the office

  • Support Senior Team Manager with other office related administrative tasks

  • Ensure all correspondence is responded to as and when received.

  • Maintain paperless filing system - ensure accurate and up to date.

  • Undertake any other duties within capabilities as and when required

New Tenancies:

  • Support the Senior Tenancy Processor to administer new tenancies and the production of new agreements to quality and to deadline.

  • In the case where the tenant or landlord wishes to use their own tenancy agreement refer both parties to independent Solicitors for specialist advice

  • Liaise with negotiator to conclude outstanding offer details and other tenancy related matters

  • Draft appropriate tenancy agreement (to be checked by the Office Head/Team Manager) with accompanying correspondence and send out for engrossment to both parties via Adobe sign

  • Prepare initial invoices, standing orders and rent demands for tenants

  • Follow up on credit reference responses and where necessary notify negotiator to seek guarantor options or upfront payments

  • In the event of credit reference failure/substandard outcome notify negotiator and Lettings Office Head and seek alternative arrangements subject to client consent

  • Send credit reference report to client correspondence and in event of reference failure confirm agreed course of action

  • Produce deed of guarantee document and send for signature or prepare up front rental payment invoice

  • Check that initial monies have been received prior to key release, and guarantor signature, if applicable

  • Ensure all deals are checked against Tenancy Checklist Form

  • Confirm receipt in office of signed agreement by both parties. If not received, escalate to both parties if one has not sent back forms.

  • Forward Welcome letters to client and tenant

  • Send check in reports to both client and tenant

  • Quality check own work and ensure Team Manager also checks completed paperless file

  • On receipt of non-managed terminations follow procedure to administer tenancy end.

  • Process deposit releases upon receiving instructions from landlord and tenant.

  • Follow up clients and tenants regularly to release deposits sat on account.

  • Administer any tenancy changes by way of new agreement/deed.

Key Skills:

  • Previous experience in an administration role

  • An interest in property would be desirable

  • A smart appearance and professional approach

  • Excellent communication skills

  • Customer-focused with commitment to maintaining excellent service standards at all times

  • Team Player

  • Organised and systematic - able to prioritise workloads

  • Ability to conform to specified processes and routines in a fast-paced environment

  • Good working knowledge of IT systems and user knowledge of Reapit a bonus

  • Proactive with good time-management and ability to multi-task

We regret that due to volume of response, we can only contact successful applicants. If you have not heard from us within 14 days, then unfortunately your application has been unsuccessful.

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

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Please apply with your CV to: Mitchell Pagett