Estates Assistant

My Client is seeking an Estates Assistant to join their team. It is not a traditional lettings or estate management position but a good opportunity to work within a high profile estate. You will be brought on board to assist with the management of a medium sized estate.

Hours of work:

Monday - Friday (09:00 - 17:00.)

Flexibility is required for client appointments.

Duties:

• Develop a detailed knowledge of the development and maintain up to date awareness of the local letting market.
• Be the onsite lead for Rightmove enquiries ensuring a prompt response to customers.
• Accept and respond to emails and calls with regards to sourcing prospective tenants and arranging viewings (from Rightmove or the company website).
• Conduct viewings and undertake all necessary credit /AML and RTR checks for prospective tenants up until the point of referencing in liaison with Touchstone (our in house PRS agent).
• When a viewing is conducted, accurately record all details and report to the Property Manager any repairs/dilapidations needed within the apartments.
• Ensure all the essential forms (pre-contract form, application form etc.) are sent to clients, are correctly completed and sent back to Touchstone whilst archiving within our systems.
• Preparation of welcome packs and all necessary client communication until the point of move-in.
• In liaison with Touchstone (in house PRS agent) assist with the rent review and lettings process for all expected/actual void properties.
• Managing basic pre-tenancy and lease enquiries providing a professional and efficient response.
• Assist in preparing and managing move-in plans.
• Process prospective tenancy paperwork and workload utilising the necessary systems to manage move-in process (Salesforce, Qube).
• Maintain accurate information throughout all management systems (Qube, Salesforce, Inventory Hive etc).
• Assist the estate management team in ad hoc estate wide communication and projects in order to deliver consistent service levels.
• Liaise with the portal team to update tenancy changes in PRS units.
• Develop a detailed working knowledge of the Estate to contribute and support the estates team in its daily operations and routine tasks as needed (training will be provided by the Estate team).
• Assist with and reply to customer queries related the estate operations (Service charges, parking, cleaning, portal, events etc) in order to provide advice and assistance to our residents as needed.
• To be involved in solo or joint estate external and internal building inspections and H&S checks & reporting and where required take part in resident events and quarterly stakeholder meetings.
• Identify and report any repairs needed to internal and external estate communal areas (such as lights, lifts, entry phones, cleaning, landscaping, etc.)
• To be conversant with the estate H&S and compliance data bases and take a proactive role in all estate fire and safety related matters.
• To deputise for the Property Manager as required (full training and support will be provided).

• The person requirements:

• A passion for Estates Management.
• Excellent working knowledge of typical leases and transfers.
• Good understanding of building pathology and resolving common defects.
• Excellent understanding of the residential Estates Management sector.
• Ability to multi-task, delegate and work with a team.
• A proactive and pragmatic approach when dealing with and leading clients.
• Excellent communication skills.
• Able to work within pressurised situations and within a busy office environment.
• Able to display the ability to add value to a team.

Please note if you have not heard back from us in two weeks, your application has been unsuccessful.