Tenancy Administrator

@Druce is recruiting for the best in the market to be part of our journey. As the only 200 year old “start up” in London, we get it - we’re not like the rest. That’s why we need people like you (committed to action and highly ambitious) to join us as we develop a market leading platform. We are only just starting to unlock the potential of what @Druce is capable of, and our Property Manager opportunity is going to help us achieve this together. This role is highly valuable to our success, and we are incredibly excited to introduce this opportunity to the market.

The Tenancy Administrator is responsible for providing administrative support to the Property Management team, ensuring efficient operations and timely communication whilst also ensuring all newly managed properties adhere to UK property regulations, internal policies, and industry standards.

The Role

• Provide administrative support to the Property Management team.
• Liaise with landlords and tenants regarding enquiries via phone and email.
• Ensure property compliance and relevant certificates are maintained, including gas, water, asbestos, electrical, fire and lift safety.
• Conduct regular compliance audits and ensure any non-compliance is identified and rectified promptly.
• Monitor the billing and termination inboxes and respond to emails in a timely manner.
• Assist with preparing for and attending Property Management meetings.
• Process deposit deductions and oversee the release of monies to tenants, working closely with the Accounts team.
• Audit contractor statements and ensure payments are processed accurately and on time.
• Carry out tenant referencing and ensure all relevant checks are completed.
• Compile Property Inspection Reports for the Property Management team following property visits.
• Coordinate arrangements for all new tenancies, including the setup and management of utilities.
• Manage the release and return of keys, working closely with Front Office.
• Maintain accurate records of key movements.
• Update termination dates and ensure all end-of-tenancy processes are legally compliant.
• Monitor compliance with relevant laws, regulations and internal policies.
• Contribute to the development and improvement of compliance policies and procedures.
• Maintain up-to-date knowledge of property and tenancy legislation and communicate relevant updates across the team.
• Coordinate with the Legal team where required to resolve legal disputes relating to compliance matters.
• Ensure all incidents are thoroughly documented and appropriate corrective actions are implemented.
• Support the Property Management, Renewals and Compliance teams with day-to-day administration.
• Coordinate tenancy changes, including tenancy swaps, variations and other amendments.
• Assist with Right to Rent checks and ensure all required compliance documentation is completed and maintained.
• Take a clear and active role in upselling Property Management services to landlords.
• Identify opportunities to convert existing non-managed landlords into managed clients.
• Contribute towards Property Management growth and revenue targets.
• Contact landlords regarding relets and ensure their requirements are understood and met throughout the reletting process.
• Work collaboratively with Property Management, Lettings, Sales, Renewals, Compliance, Accounts and Legal teams.
• Maintain accurate and up-to-date records across all relevant systems.
• Take ownership of allocated tasks and ensure they are completed within agreed timescales.