Business Description:
Stone Lodge Group of Companies
London Headquarters: Palmers Green N13
This is an exciting opportunity to work with a long established family ran organisation who are leaders within their fields and who offer excellent career progression.
The Stone Lodge Group has been established for 20 years and cover areas including: property developments, property refurbishments, social housing, facilities management, property lettings & property management, hotels, hostels and B&B operations.
Role:
To provide administrative support to the lettings and property management team in a range of duties, with the primary objectives of delivering an efficient service to customers, ensuring statutory compliance and meeting agreed financial targets.
Duties and Responsibilities:
-Provide a first point of contact for all tenant enquires, queries and complaints, relating to lettings and maintenance.
-Prepare and administering property advertisements and material, keeping these up to-date, monitoring and following up on responses to meet agreed take-up and response targets.
-Manage all pre-tenancy procedures including the processing of applications and credit references, taking payments, booking and tracking voids works and safety checks and other compliant certificates, booking of inventories and check-in, tracking key movements and preparing tenancy agreement and sign-up paper work.
-Ensure that the all void property is ready to let with all relevant compliance certificates in place as soon as possible. To order all safety or ad hoc check and certification as required, receive certificates and accurately record information on the system and arrange related works if applicable.
-Liaise with utility providers and relevant local authorities.
-Process all tenancy paperwork within the agreed timescale, ensuring tenancy deposit procedures are complied with, tenancy payments have been correctly processed, tenancy records and databases appropriately updated and files are up to date at all times.
-Schedule and administer regular property inspections for Property Managers and deal with matters arising, ensuring these are well organised and meet the expectation of tenants.
-Administer the tenancy renewal processes and rent review process on a monthly basis. working closely with the Lettings or Property Manager to ensure these are undertaken effectively to maximise income.
-To manage all reported maintenance logging these accurately in line with agreed system procedures, ensuring an effective liaison with tenants, contracts and relevant other parties to secure access and ensure a timely response to the maintenance request.
-Administer all end of tenancy procedures in a timely manner and in accordance with the agreed procedures, ensuring that all termination notices are correctly recorded and responded to, rents are approved quickly and properties advertised or agents instructed, check-outs booked with the relevant parties, keys are properly tracked, deposits released quickly and correctly and plans to get the property ready for occupation are implemented quickly.
-Maintain an effective key management system, ensuring void and tenanted keys are securely held and correctly tracked at all times.
-To handle all the administration relating to our regular team meetings, including booking meeting rooms, circulating all papers and taking minutes.
-Receive all posts daily, ensuring they are accurately record and assign to the relevant officer and tracked to ensure they are dealt with within the agreed timescale.
-Process purchase orders accurately and timely in accordance with company procedures, to enable accurate tracking of expenditure and the timely payment of contractors and suppliers.
- Provide general administrative duties and support to the property and asset management team in the interest of professional residential asset management and maintain accurate and timely records.
- Provide support to other Property and Management Assistants where required and work closely with PMs to achieve KPIs.
- Operate as a team to deliver a customer focussed service and drive the performance of the property portfolio.
- Proactively manage and handle all direct customer contact/correspondence – telephones, emails and letters in a timely and professional manner and investigate and resolve general enquires within a timely manner to ensure that matters are handled efficiently and in accordance with good customer service.
- Manage internal and external post and emails on a daily basis, without the need for having to pass over to PMs unless necessary but to update them as required.
- Produce all correspondence as required – letters, emails, mail merges, and reports, presentations in a timely and professional manner. Reports to include those required for PM monthly meeting.
Must have previous experience working in the maintenance department in a Housing Association, Property Company or Estate Agency.
This is an outstanding role, where the Managing Director and the Management Team play a key role in your development within the organisation.
The S.L.G is a company with a reputation for hiring and training people to achieve their potential. They believe passion and a willingness to learn and work hard is the recipe for successful career progression.
The ARLA Lettings and Property Management Course is offered as part of this role.
Key Words: Property Administrator, Property Junior, Property Manager, Property Assistant, Receptionist, Secretary, Admin, Administrator, Office Admin
