Tenancy Progression Coordinator

About the Role

We are looking for a Tenancy Progression Coordinator to work on our PRS platform focused on single family housing. The role is responsible for progressing the tenancies across all our sites which includes managing and maintaining up to date records on the progress of each file, maintaining a database of live applications and progress the file through the Lettings process efficiently to minimise void periods and maximise income, providing support to the Lettings Team and maintaining the high levels of service during the customer move in journey.

Key duties include:

• Administer new tenancies to relevant deadlines, from the point of reservation until move in as allocated by the Lettings Team.
• Ensure regular communication with tenants as well as internal stakeholders such as Lettings Consultants in relation to the progression of Lettings applications.
• Maintain customer satisfaction levels through effective management of the move in process for each customer. Ensure a high level of surveys are completed with satisfactory comments/ratings.
• Manage the tenancy referencing process ensuring all outstanding references are regularly chased in a timely manner. Ensure that we are in receipt of completed and passed references for the tenants prior to the move-in and the system records are up to date.
• Deal with incoming enquiries by telephone and emails. Acting as the point of contact for customers during the referencing and pre-tenancy process.
• Draft and issue tenancy documentation and taking up front payments relating to the tenancy/move in as well as setting up Direct Debits for ongoing rental payments.
• Maintain and update database in relation to all live applications. Ensure the system is kept up to date with the status of each file and each deal is checked against the internal process prior to key release.
• Ensure costs are minimised and income maximised by effective management of application process.
• Ensure compliance with all relevant processes including ensuring compliance documents are issued to each household ahead of their move in date.
• Carry out such other duties as delegated from time to time.

We are seeking a highly capable candidate who will bring:

• Strong organisational and administrative skills gained within a similar public facing, commercial environment such as a reputable letting agency or Build to Rent provider.
• Proven knowledge and experience of the London Lettings Market including the compliance and legal requirements within the sector and Assured Shorthold Tenancy Legislation.
• Excellent diary/time management skills with the ability to work to specified processes under pressure, prioritise workload and deliver on targets whilst maintaining service levels in a fast-paced lettings environment.
• Outstanding customer service skills (both internally and externally) and excellent verbal and written communication skills.
• Demonstrable attention to detail and a collaborative team player who can inspire and motivate colleagues, effectively achieving goals collaboratively.
• Excellent IT skills including MS Office Suite and lettings management systems.
• A strict adherence to confidentiality regarding all forms of information and data.