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Senior Lettings Administrators Needed - Chelsea

Senior Lettings Administrators Needed - Chelsea

Posted 11 May by GKr London Easy Apply Featured Ended

Two of our top clients - leading prime central London property specialists who specialise in high end residential sales and lettings are looking for a very knowledgeable and experienced Lettings Administrator/ PA.

Key Responsibilities:

  • Provide top front line support to the Lettings team
  • Ensure the front office is tidy, prompt property manager of any office maintenance requirements.
  • Greeting clients.
  • Remedy issues related to the operation of telephones, computers, photocopiers and seek guidance from
  • Director if technical support required.
  • General office photocopying and filing.
  • Direct post to Lettings Director.
  • Check messages from office answer phone and direct to team member for follow up.
  • Responsible for keys- tagging and de-tagging, keeping secure in key cupboard, signing in/out to c clients, other agents and contractor bookings, keys to be checked at the end of each working day.
  • Answer office calls and forward messages to team. Notify Director of any complaint as and when it arises.
  • Handle applicant enquiries and pass onto negotiators equally.
  • Ensure negotiators have good supply of applicant & business cards.
  • Refer all cheque, banking and card payments (if any) on the day of receipt, ensuring all relevant information is accurately recorded on any accounts forms, to accounts.
  • Help onboard new starters
  • Assist with marketing collateral
  • Dealing with post.
  • Preparing MA packs.
  • Ensure adequate supplies of office stationary.
  • Archive old files into dead filing system.
  • Preparation of all tenancy documentation, progressing files and liaising with tenants and landlords.
  • Producing property details and letting lists, keeping the window up to date with lettings details
  • Using the in-house system to upload property particulars to websites and portals.
  • Database management - uploading properties to our in-house database, including writing descriptions when necessary. Ensuring all standard and legal information is collected before a property goes live.
  • Obtaining landlord and tenant ID and running AML checks via the online verification system.
  • Organising photography/floorplans/EPCs for new instructions
  • Using in-house database to manage all lettings instruction; generating tenancy documentation and sending documentation to the relevant parties
  • Managing the Lettings filing system, updating accordingly and archiving completed tenancy files
  • Collating information for monthly fees and the KPIs/Weekly Deal Tracker
  • Sending tenancy renewal emails in a timely manner, liaising with the Lettings manager to send out renewal paperwork accordingly
  • Producing and sending invoices
  • Attend to emails, mails and messages from clients and colleagues, and telephone liaison; answering and making calls on behalf of the team.
  • Check invoices before Director authorises payments
  • Update property lists and maintain the marketing material in the office.
  • Keep web portals up to date with property listings
  • Prepare window cards and marketing literature
  • Create advertising material for magazine adverts.

Ideal Attributes:

  • Excellent communication skills
  • A positive and personable disposition
  • Excellent attention to detail
  • Good working knowledge of Microsoft Word, Excel and Outlook
  • Good time managements skills
  • To be motivated by excellence and financial reward
  • Confident communicator and professional manner
  • Accuracy and excellent attention to details
  • Prior administrative and customer services experience
  • Willingness to tackle a variety of tasks with common sense and enthusiasm
  • Previous experience in Lettings Administration is a must (2 years ideally)

Ready to take the next step in your career? Want to work in a great environment with co-workers who support one another? Want to take on more responsibility? Yes, to all three? ....

Get in touch with Anu Deb at GKR London to apply today!

Required skills

  • Lettings
  • Property
  • PA
  • Estate Agency
  • Lettings Administrator

Reference: 35125247

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