Residents Executive - The Helm

Purpose of the Role

To be part of a busy site team assisting the Building manager in the day to day running of the building.

Key Responsibilities

Viewings, inventories, website enquiries, social events, end of tenancy, customer service, reporting stats, inspections, work well as part of a team.

Section 21’s

Compile all necessary paperwork to be sent to tenant(s) including S21 notice

Serve notice by email to all tenants and a hard copy to be placed in post box

Send out Certificate of Service

Update accounts department where necessary

End of Tenancy

Confirm dates with tenant

Put property back on the market as soon as possible ensuring price is inline with approved set prices

Confirm availability for viewings with current tenants, always giving 24hrs notice minimum

Upload check-out report to Kaptur

Confirm dilapidations including any charges from contractors, send DRF to lead tenant once established.

Allow min. 5 working days to turn around property for new tenants

Upload to Kaptur the check in report

Reporting

Send out site stats every Monday morning with commentary

Void report – keep updated at all times with comments

Renewals report – keep updated at all times with comments and reason for vacating where applicable

Ensure resident contact details are updated after all move-ins/outs

Join mandatory cluster call every Wednesday to go through all new-lets and renewals

Renewals

Send pricing as early as possible for approval

Send invites to tenants as soon as prices received

Negotiations and confirmations from tenants

Serve s21’s where applicable

Lettings

Maintain 100% occupancy/0 voids

Enquiries

Monitor enquiries inbox daily and screen/filter any spam or 1st/2nd year students

Respond to all enquiries regardless of availability and offer to be added to waiting list

Viewings/Vetting

In person viewing where physically possible, virtual viewings last resort

Use this as an opportunity to vet the applicants to see if they would be a good fit

Applications

New application form

New RTR process

This can no longer be done over video call, you must have met the person

Ensure holding deposit is paid and RTR checks are sent with application to New Offers

New Thirdfort ID checks to be conducted on all applicants, make them aware of the process

Send Welcome Pack email on move-in

Parking

Allocate all spaces and ensure the tracker is up to date

Ensure both parking systems are updated with changing registrations

This includes commercial parking

Lounge and Coffee Machine

Clean and maintain coffee machine, and ensure it’s fully stocked

Ensure lounge is clean, tidy and presentable at all times

Gym

Monitor the inductions to ensure everyone is inducted before allowing access

Monitor how the classes are going

Check the cups and wipes are stocked and weights/mats tidy

Events

2 per month minimum

Order resources to be delivered a week ahead of scheduled event

Email residents and post on social media at least 1 week before

Be present at all events for duration and clean up afterwards

Document as much as possible for social media

Must consider timing, resources, equipment, ordering time, budget, demographic and how many people to expect

Social Media

Create all posts

Events – before poster, after photos

Holidays

Site updates

Document all events on stories and highlights

Engage with local business

Post organic/original photos

Amber Portal

Add all move ins/move outs onto the portal with all metre reads

Submit water reads monthly via sharepoint

Ensure that questions are answered on portal quickly

Barclays and Commercial

Cut all keys and keep updated record of the ID number to the name of the person it is going to

Parking – add all registrations to monitoring system, regular visitors

Managerial Cover (when required)

Upload compliance (eg. Fire Alarm, Emergency Lights)

Liaise with contractors

Via Elogbooks, via Email

Request access where applicable

Organise parking permits

Organise keys and access

Security timesheet sign off

Check in and check out photos including meter reads

General

Liaise with Building Manager when booking maintenance jobs

Provide update trackers such as demographics where needed

Keep Reception and Parcel Store clean, tidy and well presented at all times

Ensure parking permits are stocked

Ensure returned post is labelled and given to postman periodically

Monitor personal, enquiries and resident services email inboxes and forward anything relevant to Building Manager (e.g. maintenance requests, contractor details, anything building/property related)

Ensure all training is up to date

Be prepared to accommodate any other resident or staff request

Skills, Knowledge and Experience

Lettings, renewals, viewings, social media, event hosting.

SIA preferable, or be willing to obtain once employment has started.

Working Hours - Mon to Fri – 11am -8pm

Hours from events and Saturdays can be taken back on Fridays inline with the rota and confirming with Building Manager in advance.

Salary - £28k 

#LI-DNI

Please see our Benefits Booklet for more information.