Job Purpose:
To provide administrative support, predominantly around maintenance, compliance and sustainability to the property team. This role reports to the Helpdesk Manager, working alongside the Property Maintenance Coordinator. This role would also be working closely with the Maintenance Manager to ensure the smooth day to day running of the maintenance department.
The role would support many different departments across the real estate business, from supplier onboarding and accurate and on time payment, to supporting compliance, licensing and engaging directly with tenants.
Business Overview:
Lucy Real Estate is made up of two entities, Lucy Properties, a property rental business And Lucy Developments, a property development business. Both are part of the Lucy Group and work out of office in Jericho, Oxford.
Lucy Group Ltd is a privately owned company with interests in manufacturing and property. The property division has been in existence for over 50 years and is one of the largest private landlords in Oxford, providing homes for over 700 tenants in over 300 properties. The business owns, lets and manages its own housing stock.
Lucy Properties has been a residential landlord in Oxford for over 50 years and is one of the largest private landlords in the city, providing homes for over 850 tenants in more than 340 properties. Our properties are let and managed in-house and range from studio flats to townhouses and penthouses.
Job Dimensions:
This role will be reporting to the Helpdesk Manager, working with a team of skilled administrators across all aspects of letting and property management. The role supports contract management, supplier/contractor engagement and tenant liaison for reactive maintenance. Working alongside and supporting the maintenance team.
Tenant satisfaction is paramount to us. We care about our properties and our tenants, who return time after time. As one of Oxford’s largest private Landlords, we take our responsibilities very seriously. Our experienced office staff and directly employed maintenance team have a thorough knowledge of our portfolio and our tenants can expect an unrivalled level of service from a company that has operated in Oxford for over half a century.
We are a small team and skills sharing is an important part of upskilling and enabling transparency and support within our business. All team members are aware of the importance of others jobs and areas of responsibility. Each team members opinion matters and we work as a team to ensure we strive for success.
Key Accountabilities:
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Administrative support to the Helpdesk Manager and Property Management Team
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Providing front of house support and cover when required, administering keys to suppliers and contractors and fielding tenant calls
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Shared management of maintenance mailbox and coordinating works to be carried out on properties
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Answering and fielding tenant maintenance issues on the phone and via email
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Raising and reconciling purchase orders for goods and services on the property management system
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Arranging maintenance team and contractor visits with tenants
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Supporting the applications and renewals process for HMO and selective licenses, scheduling HMO and selective license inspections and dealing with queries from Oxford City Council
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Keeping all property records up to date on the property management system – ensuring data accuracy
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Ensuring compliance across rental portfolio according to the latest legislation
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Supplier and contractor onboarding and renewals
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Organising and scheduling annual property health and safety inspections
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Supporting the sending out of customer feedback questionnaires and compiling and analysing data
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Sending out campaigns on digital communication tool
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Support sustainability initiatives throughout the business
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Organising and scheduling property photographs and videos
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Support Lucy Real Estate CEO in project related administration raising and reconciling purchase orders
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Support Group Head of Health, Safety and Sustainability with Fire Risk Assessment management within our properties.
Qualifications, skills and experience:
Minimum Qualifications, Knowledge and Experience:
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Experience in a busy office environment providing detailed administrative support
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Experience in a customer focused environment
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A-Level or equivalent
Job Specific Skills:
Behavioral Competencies:
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Effective communicator
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Highly organised
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Keen eye for detail
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Must have a positive and confident approach to tasks
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Excellent people and time management skills
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An ability to think logically
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Good analytical and problem-solving skills
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Good grasp of written English
Values: Demonstrate and live by our values:
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We support and respect each other
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We collaborate
Key Accountabilities:
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Administrative support to the Helpdesk and Operations Manager
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Providing front of house support, administering keys to suppliers and contractors and fielding tenant calls
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Providing Reception support and cover
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Shared management of maintenance mailbox and coordinating works to be carried out on properties
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Answering tenant calls and replying to tenant emails
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Raising and reconciling purchase orders for goods and services on the property management system
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Arranging maintenance team and contractor visits with tenants
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Support in administering HMO and selective licences
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Keeping all property records up to date on the property management system – ensuring data accuracy
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Ensuring compliance across rental portfolio according to the latest legislation
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Supplier and contractor onboarding and renewals
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Ensuring Lucy Property supplier insurances are up to date
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Organising and scheduling annual property health and safety inspections
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Supporting the collection of tenant data
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Supporting the sending out of customer feedback questionnaires and compiling and analysing data
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Sending out campaigns on digital communication tool
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Support sustainability initiatives throughout the business
Qualifications, skills and experience:
Minimum Qualifications, Knowledge and Experience:
-
Experience in a busy office environment providing detailed administrative support
-
Experience in a customer focused environment
-
A-Level or equivalent
Job Specific Skills:
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Understanding of legislative compliancy relating to property management (not essential)
