Lettings Assistant

Our client is looking for a Lettings Assistant join their team on a full time basis offering a fixed contract until August 2025. You will be a key part of the team, providing the essential support and services for colleagues and customers. There will be a requirement to attend the office 2-3 days each week for training initially and then one day per week on average after this. The Lettings Assistant will be ending tenancies, advertising properties, updating numerous systems accurately to ensure the client is within regulation and compliance, ensuring timely data updates for performance monitoring and working closely with local authority partners and other internal teams through the void and lettings process. The successful Lettings Assistant will be able to work at pace, under pressure and have the ability to manage change effectively and make quick decisions confidently. Attention to detail and accuracy when updating systems are essential. The Lettings Assistant will be an effective team player with great time management and communication skills. Key Duties:

• Carry out essential administrative tasks in line with the delivery of the lettings process for re lets and new build properties, regionally and across the group. This includes responsibility for timely, accurate data inputting on the housing management database. Tasks undertaken on the database include setting up tenancies, inputting household details, ensuring the correct tenancy agreement is produced and ensuring the accuracy of the rents charged (including obtaining up to date market rents) and all relevant service charges.
• To be the first point of contact, to include taking terminations of tenancies, and process the termination on the housing database system. Effectively and compassionately communicating with bereaved relatives and customers in sensitive situations and dealing with vulnerable customers. Liaising with outgoing tenants or relatives to advise of the termination process and make an appointment for the Void Surveyor to meet them at the property prior to the termination date.
• Responsible for the advertising of available stock through the local authority choice-based lettings systems and ensure shortlists and nominations are obtained.
• Contribute toward the delivery of the team and groups sustained lettings performance. This includes achieving delivery of Key Performance Indicators, upper quartile customer satisfaction results.
• Timely preparation of tenancy agreements and related documents for new tenancy sign-ups. These are legal documents and there could be serious consequences because of any inaccuracy.
• Responsibility to process invoices for utilities and council tax where payment is due, querying those invoices that are inaccurate or not the responsibility of the company.
• Save data in line with group data retention and filing protocol. Adhere to the archiving policy and act as the team representative for archiving.
• Inputting of essential government requested data into the CORE website ensuring compliance of the need for accuracy.
• Contribute to the continuous improvement of the lettings service by innovative thinking and actively promoting, supporting, and delivering new initiatives and process enhancements.
  
  Having a positive and can-do attitude
• Self-motivated with strong administration and organisational skills, with the ability to set and work within deadlines
• Educated to GCSE standard or equivalent, including Maths and English.
• Reasonable level of IT skills including proficiency in Microsoft Office and CRM databases
• Excellent and effective communication skills (verbally & digitally) with all customers, colleagues, and third-party agencies.
• Customer focussed approach and experience of working with challenging and vulnerable customers.
• Attention to detail and accuracy in data inputting
• Ability to achieve targets when under pressure and manage your time effectively
• Demonstrate evidence or willingness to work towards continued personal development
• Working effectively in an energetic and inspiring team