Posted 41 days ago

Tenancy Co-ordinator

Maternity Cover Oxford

Finders Keepers are a leading letting agency across Oxfordshire with a dedication to professionalism and quality service within the property industry.

An exciting opportunity has arisen for a Tenancy Co-ordinator to join our team in Central Oxford, for a fixed term maternity cover contract of one year.

Main Purpose of Job

To be responsible for managing the administrative and office support to the shared letting and property management department, to ensure high level of support at all times.

Key reponsibilities:

1. To fulfil our obligations to our Clients as per our Terms of Business and Services Brochure.

2. To deliver and comply with Red Ink Policy.

3. To be familiar with all chapters of the Letting & Property Administration Manuals, and use them as a reference at all times.

4. Promoting and updating properties and photographs to let via Finders Keepers website, portals and window displays, including updating website (scrolling images) and Daily Info.

5. Responsible for ensuring that signed client mandates are obtained and renewed so that we have up to date client instructions at all times

6. Process tenancy applications and reference requests, monitoring the progress of the reference requests.

7. Produce all tenancy agreements and first accounts from drafts to ensure that these are accurate, legally sound and ready in time for tenancy start date

8. In conjunction with FKSL team members, negotiate tenancy extensions and rent increases with landlord and tenants and follow up with correct paperwork. Re-list properties where tenancy not being extended and book the check out appointment.

9. Ensure effective linkage and communication with property management, accounts, Decorum & Bricks & Mortar

10. To be responsible for the collection of all tenant account deficits.

11. Create and edit letting lists to ensure up to date at all times

12. Assist with screening of tenants and respond to incoming telephone calls and visitors

13. Field incoming calls, assist with inspection reports to landlords and the updating of inventories including the insertion of relevant photographs

14. Administer the inspections of the portfolio

15. Make up `At Home` folders for all new tenancies, ensuring they are ready in time for start of new tenancy

16. Protect all deposits held by FK and provide tenants with the certificates and supporting documentation. Ensure that Letting Only landlords that hold their own deposits have the correct information to protect their deposits. End the deposit protection once deposit refunds have been made at the end of the tenancies. Liaise with Letting Only landlords at the end of the tenancies where we are the deposit holder and ensure that the deposits are returned to the tenants in a timely manner.

17. Assist with FKSL marketing and advertising activities:

- Production of The List

- Negotiation with publishers for The List

- Extra/updated content for fk shared

- FKSL social media input

18. Ordering stationery and general upkeep of the office

19. Assist FKSL team with the booking of contractors and issuing of worksheets

20. Transfer utility accounts at the end of each tenancy, ensuring final accounts are dealt with in a timely manner

21. Administer the insurance sales via Countrywide

22. Attend and contribute to morning meetings ensuring that they are energetic and focused


Knowledge, skills and experience required

- Minimum two years administrative experience in similar industry or legal background

- Accuracy and an eye for detail oriented with proven planning and organisational skills

- Ability to communicate effectively with people at all levels

- Excellent written and verbal communication skills

- Ability to demonstrate initiative and self-motivation

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