Job Title: Lettings Negotiator
Department: Lettings
Reports To: Lettings Manager
Role Overview
The Lettings Negotiator will be responsible for supporting the day-to-day running of the lettings department, providing a professional and efficient service to landlords, tenants and prospective tenants.
The role will cover the lettings process from initial enquiry and viewings through to progressing applications and preparing properties for new tenancies, alongside general property administration, maintenance coordination, diary management and ensuring property records and compliance dates are kept accurate and up to date.
Key Responsibilities
Lettings & Viewings
- Respond to telephone, email and online enquiries regarding available rental properties.
- Discuss applicants' requirements and match them with suitable properties.
- Arrange and carry out property viewings.
- Follow up with applicants following viewings and provide feedback where appropriate.
- Process and progress tenancy applications from initial application through to move-in.
- Liaise with applicants regarding referencing, documentation and any outstanding information required.
- Keep landlords and relevant members of the team updated on the progress of applications.
- Assist with preparing properties and documentation for new tenancies and move-ins.
Inventories & Property Visits
- Carry out property inventories and prepare accurate records of the condition and contents of properties.
- Take clear and comprehensive photographs to accompany inventory reports.
- Assist with check-ins and check-outs where required.
- Arrange routine property inspections and other property visits.
- Ensure appointments and access arrangements are properly recorded and communicated to tenants, landlords and contractors.
Maintenance Coordination
- Receive and record maintenance issues reported by tenants and landlords.
- Assess the information provided and obtain further details where necessary.
- Liaise with approved contractors to arrange attendance.
- Plan and schedule maintenance appointments, taking into account contractor availability and tenant access.
- Keep tenants and landlords informed regarding maintenance appointments and progress.
- Follow up outstanding maintenance jobs and ensure records are updated when works have been completed.
- Escalate urgent, safety-related or significant maintenance issues to management where appropriate.
Diary Management
- Maintain an organised diary for the lettings department.
- Book viewings, inspections, inventories, check-ins, check-outs, contractor appointments and other property visits.
- Coordinate appointments efficiently to make the best use of staff time.
- Ensure tenants and other relevant parties receive appropriate notice of appointments.
Property Records & Compliance
- Maintain accurate and up-to-date property and tenancy records on the company's management systems.
- Monitor property compliance and certificate expiry dates.
- Identify upcoming expiry dates and arrange renewals in sufficient time.
- Maintain records relating to items such as gas safety certificates, EICRs, EPCs and other required property documentation.
- Ensure completed certificates and documents are correctly saved against the relevant property.
- Flag missing, expired or outstanding documentation to management promptly.
- Maintain clear records of communications, maintenance works, inspections and other relevant property activity.
General Office & Customer Service
- Answer incoming telephone calls in a professional and helpful manner.
- Deal with general landlord, tenant and applicant enquiries.
- Take accurate messages and ensure they are passed to the appropriate person.
- Respond to emails and other correspondence in a timely manner.
- Provide administrative support to the wider lettings team as required.
- Maintain a high standard of customer service across all communication with landlords, tenants, applicants and contractors.
Skills & Attributes
The successful candidate should:
- Be organised and able to manage a varied workload.
- Have excellent attention to detail.
- Be confident communicating by telephone, email and face-to-face.
- Be comfortable dealing with landlords, tenants, applicants and contractors.
- Be able to prioritise urgent matters while keeping on top of routine administration.
- Have good diary and time-management skills.
- Be confident using computer systems and maintaining accurate digital records.
- Be proactive in following up outstanding applications, maintenance jobs and compliance matters.
- Be able to work independently while contributing effectively as part of a team.
- Have a professional, approachable and helpful manner.
- Understand the importance of confidentiality and handling personal information appropriately.
Key Priorities of the Role
The Lettings Negotiator will be expected to ensure that:
- Lettings enquiries are responded to promptly.
- Viewings are booked and carried out efficiently.
- Applications are progressed without unnecessary delays.
- Maintenance issues are properly recorded, scheduled and followed up.
- Inspections, inventories and other appointments are organised effectively.
- Property records remain accurate and up to date.
- Compliance and certificate expiry dates are monitored so that renewals are not missed.
- Landlords, tenants and applicants receive a professional and responsive service at all times.
Additional Requirements
A full UK driving licence and access to a vehicle will be required due to the need to attend properties for viewings, inventories, inspections and other appointments.
The duties listed above are not exhaustive, and the employee may be required to undertake other reasonable duties associated with the effective running of the lettings department.
Hours
Full-time or part-time, with flexible hours available for the right candidate. Saturdays will be required on a rota basis and can either be worked as paid overtime or taken as time off in lieu.
Salary
Dependent on experience and negotiable for an experienced candidate.
Job Types: Full-time, Part-time
Pay: £12.71-£13.50 per hour
Work Location: In person
