Lettings Coordinator / PA

News at Kings Estates | 13/02/2019

Lettings Coordinator / PA


Job Description
Our multi award-winning independent estate agency in Tunbridge Wells requires an experienced Lettings Co-ordinator / PA to Directors to work within a busy and well-established department.

The main purpose of the role is to ensure the smooth running of our lettings portfolio and help to build the lettings side of our business to increase market share and to make the company more profitable. Working on behalf of the Directors you will endeavour to monitor the lettings processes to ensure that all procedures are adhered to in accordance with property law and legislation. It is essential our Landlords and Tenants receive an effective, customer focused property management service during their tenancy.

Key Responsibilities: 
   Dealing with Tenancy paperwork administration to include issuing legal paperwork throughout tenancies
  Coordinating Move-Ins / Outs (Ensuring the properties are fully compliant and ready to move into – to include booking inventories, required works, cleaning, key cutting, liaising with tenants for payment, notifying utility suppliers etc)  
    Negotiating and coordinating with landlords and tenants for renewal contracts and rent increases.
  Ensuring reasonable resident issues and service requests are addressed promptly
  Monitoring reports on lettings software to ensure all tasks are being dealt with
  Deposit registrations 
  Ensuring tenants are adhering to their Tenancy Agreements and acting upon any breaches as and when necessary 
  Securing and seeking new business opportunities to help grow our business 
  Assisting the Tenancy Manager where required, such as routine management visits, dealing with contractors, and reporting and updating landlords where required
  General Administration duties

  Some P.A. duties specifically for the Lettings Director
  Assisting manning the office, including constant telephone monitoring, registering applicants for sales and lettings, and arranging viewing appointments and market appraisals with clients for sales and lettings
 General filing during the year and organising the archiving of the annual files
 To help organise and participate in any company marketing events 

It is imperative for the successful candidate to be organised, self-motivated, enthusiastic and to be able to deliver under pressure and to be confident dealing with clients both in person and over the phone.
Communication: Always ensuring Landlords, Tenants, contractors and colleagues are fully aware of actions you have taken, programmes of work and progress, and recording the same to the property management system.

Experience / Knowledge of Lettings administration essential

Candidate Profile: 
  To be a good team player but also to be able to work using own your own initiative
  To be confident with our clients in person and over the phone
  Motivated individual with a proven track record of delivering fantastic customer service
  Must be articulate and well-spoken with excellent communication skills
  Must be disciplined and well organised
  To be computer literate – essential basic knowledge of Microsoft office programs
  To have a flexible approach to work 
  To have good inter-personal skills and a high attention to detail
  To have the ability to multi task and prioritise workload
  To be adaptable, of smart appearance, good humour and a good listener. 
  Local area knowledge is preferable
  ARLA qualified desirable but not essential
  Previous working knowledge of Jupix advantageous
  Full, clean driving license and your own car essential

Working Hours: - Full time (5 days a week) to include some Saturdays.

Application Details:

Please forward a CV to: 

Mike Heath, Strictly Private & Confidential, Kings Estates, 5 Mount Pleasant Road, Tunbridge Wells, Kent TN1 1NT
Or by email to: Mike Heath (Director): mike.heath@kings-estates.co.uk 

Salary details available upon application, commensurate with experience and skills.