Property Management & Admin Assistant Derry, Northern Ireland
Job description
About us
Property Link Ltd is a small business in LONDONDERRY. We are professional, agile, innovative, and our goal is to Implement and maintain an excellent work environment, while offering to our landlords and tenants the best possible service. .
Our work environment includes:
- Modern office setting
- Growth opportunities
PROPERTY LINK
JOB DESCRIPTION
JOB TITLE: Property Management & Admin Assistant (PMA)
RESPONSIBLE TO: Property Manager
HOURS/DAY OF WORK: 30 hrs
LOCATION: 38 Clarendon St
KEY PURPOSE
This is an exciting new post created to support the running of very busy letting agency, situated in city centre. The role of PMA will provide a professional and exceptionally high standard of service to current tenants, exiting tenants, and landlords, building on the existing reputation of Property Link as a Leader in the industry and supporting the company in striving for excellence. This is an excellent opportunity for an ambitious, hard working self- starter who is interested in being part of growing team and a developing business.
Inspections
- Mid Tenancy Inspections
To co-ordinate and manage and carry out Mid Tenancy Inspections during the current tenancy/length of the contract, and follow up with tenant & landlord accordinglyManage & prepare keys for inspections, and inform tenants.To ensure that property is being looked after to a satisfactory extent.To organise any charges for cleaning.Arrange repairs in co-ordination/with the supervision of Property Manager with landlord permission.Full details to be provided Communal Inspections. *
To co-ordinate and manage and carry out Monthly Communal Inspections of all properties that are rented by the room, or Joint Tenancy, with communal areas such as Kitchen, Living room, Bathroom, Hall & stairs, Back yard or garden, Front garden/pathway.To organise any charges for cleaning or repairs. Inform landlord of actions.Full details to be provided End of tenancy inspection – Assistant role *
This task will be accompanied with a very detailed training module and will be taken over fully by the Property Management & Admin Assistant when considered to be fully trained
- Property viewings – Assistant role
Assist the letting and sale manager in property viewings.
- Other inspections
Attend certain properties in order to:- Inspect contractor works, to ensure that jobs have been finished and that contractors have cleared up any mess before they have left the property.- Lease with contractors and tenant and deal with any issue may arise.- Check issues reported by tenants, agencies and or member of the public. Deal with any issue that may arise in co-operation with Property Link staff involved.- Any other reason- Full details to be provided- Liaise with the tenant to ensure that they are happy with the level of work carried out. This information will then be forwarded electronically to the Repairs and Maintenance Manager so he can confidently close work ordersInventories
To carry out inventories before the tenant moves in and make sure inventory form is filled in every part.
Make sure that the Property Manager is informed of any problem/issue noticed in the property at the time of the inventory prior the new tenant moves.
To take note and report all repairs noticed during the taking of the inventory.
Arrange repairs in co-ordination/with the supervision of Property Manager.
Write up reports and save onto the server.
Inform landlords of findings when necessary
Full details to be provided
Repairs
All repairs must be reported via the online portal on the Property Link website, however, if any issues/repairs are noticed during inspections that have not already been reported by the tenant, they must be photographed and detailed on the appropriate forms and provided to the Property Manager in the office.
If an emergency (leak, fire or fire hazard, damages to building etc) is noted during an inspection, it should be reported immediately to the Property Manager in the office.
General
- A minimum of 10 inspections per week will be expected to begin with. This will be increased incrementally at managers discretion
- Supporting the Property Manager as requested, along with other staff, to target arrears from tenants by carrying out inspections.
- Supporting the Letting agent as requested, along with other staff, to assist in the smooth management of tenants requirements.
- Working with the Managing Director in assessing and giving feedback regarding any areas of your duties where you feel there may be underperformance/ a need for further development, giving input and recommendations for improvement.
- Any other duties as required by the business relevant to the post especially at busy times, for example, answering the phones, organising keys for contractors, general admin duties
- Be aware of which properties are becoming available for let (by navigating the data base) that will require inspections, inventories, etc.
- Dressing/fixing properties to a good standard in order to be suitable for viewings
- Take part in team meetings
- Any and all other administration duties as to the smooth day to day running of the office.
- Any other property management duties e.g. arrange gas and electric top,
- Light cleaning and removal of rubbish, light repairs (all when applicable)
- add Property Link marketing material in each properties
- Arrange Top of electricity or gas meters where and when necessary
The above list is not exclusive or exhaustive and the post holder will be required to undertake such duties as may reasonably be expected within the scope of the post. All staff are required to be professional, co-operative and flexible in line with the needs of the post and Property Link.
Job Types: Part-time, Permanent
Part-time hours: 30 per week
Benefits:
- Flexitime
Schedule:
- Flexitime
- Monday to Friday
Supplemental pay types:
- Bonus scheme
Ability to commute/relocate:
- LONDONDERRY: reliably commute or plan to relocate before starting work (required)
Work Location: In person
Reference ID: Property Management & Admin Assistant
