Property Inspector and Lettings Coordination
17 days ago
Harrogate
We are open to full time and part time applications. You will play a critical dual role within our lettings team, combining administrative support, client communication, and property management duties with on-site inspections. The role ensures that properties are managed efficiently, tenancies are compliant with legal obligations, and landlords and tenants receive excellent service. Lettings Administration: • Respond to landlord, tenant, and prospective tenant enquiries promptly via phone, email, and in person., • Respond to incoming calls from potential landlords to provide information about our offerings and services in the absence of the primary contact., • To proactively promote the company and generate new business opportunities by effectively using internal marketing and property software platforms to identify properties marketed by other agents and engage owners with a clear presentation of our services and competitive advantages., • Assist in the full lettings process including property listings, marketing, arranging viewings, and applicant vetting., • Prepare, issue, and manage tenancy agreements, renewals, and associated documentation in line with current legislation., • Maintain accurate, up-to-date records of tenants, landlords, property details, tenancy agreements, rent payments, and deposit information in property management software., • Coordinate tenancy renewals, rent reviews, and deposit registrations., • Manage tenancy deposits:, • Collect deposits from tenants., • Register deposits with a government-approved tenancy deposit scheme within statutory timeframes., • Provide tenants with prescribed information about their deposit., • Handle deposit deductions at the end of tenancies in agreement with landlords and tenants., • Maintain accurate deposit records and reconciliation reports., • Liaise with contractors, landlords, and tenants regarding maintenance and property requirements., • Assist with accounts, including reconciliation of rent payments, chasing arrears, and ensuring compliance with financial procedures., • Produce regular reports for the management team on lettings activity, tenancy status, and property portfolio updates. 2. Property Interim Inspections: • Conduct regular routine property interim tenancy inspections., • Produce detailed inspection reports highlighting property condition, maintenance issues, and compliance with tenancy agreements., • Take high-quality photographs and detailed notes for landlord reports., • Ensure all properties meet health and safety standards and relevant legislation, such as Gas Safety, EPC, Legionella, and Fire Safety requirements., • Follow up on identified maintenance or repair issues, coordinating with contractors and ensuring timely resolution., • Provide guidance to tenants on property upkeep, compliance, and obligations under their tenancy. 3. Compliance: • Conduct customer due diligence (CDD) for landlords and tenants in line with AML regulations and Company policy., • Verify identification documents and maintain accurate AML records for all parties., • Monitor and report any suspicious activity in line with AML policies., • Ensure all tenancies comply with current property legislation and regulatory requirements., • Assist with internal audits and compliance checks (e.g. AML). Personal Attributes • Proactive, solution-oriented, and confident in making decisions within your remit., • Friendly, professional, and customer-focused., • Previous experience in lettings administration and property management., • Knowledge of AML regulations and experience with customer due diligence checks., • Strong organisational skills and attention to detail., • Ability to manage multiple priorities and meet deadlines., • Proficiency in property software and associated portals (e.g. Reapit, Inventory Hive, Homelet, Tenancy Deposit Scheme (TDS) and Deposit Protection Scheme (DPS), Elements, Land Registry) and Microsoft Office (Word, Excel, Outlook)., • Excellent written and verbal communication skills., • Full UK driving licence and access to a vehicle for property inspections., • Knowledge of property legislation, tenancy regulations, and health & safety compliance., • Ability to work independently and as part of a team., • High levels of integrity, discretion, and confidentiality when dealing with financial and personal information. JBRP1_UKTJ