The role

An exciting opportunity to join our lettings team in Chelsea as a Client Accounts Coordinator to help the ongoing growth of the Lettings division.

Responsibilities 

•    Supporting the Lettings team to activate all renewals promptly without delay and new tenancies when necessary or required 

•    Check and approve all Landlord statements on a daily basis

•    Sending Landlord statements when requested 

•    Become the first point of contact for financial queries within and outside the business and delicate matters where necessary

•    Raise invoices and run regular reports on Landlord and Tenant Fees and chase where necessary

•    Investigate and allocate all funds where necessary or required 

•    Post contractor invoices on RPS for approval 

•    Manage contractor statements and outstanding invoices 

•    Responsible for Credit Control and chasing any outstanding payments

•    Approved daily payments when required 

•    Oversee all rent arrears procedures ensuring correct Lettings legislation is followed and fully compliant

•    Offering clients advice on all/any rental arrears matters in regards to serving legal notices or seek advice from Head of Tenancy Management 

•    Sending contractor  invoices to clients on demand

•    Insure Touchstone have raised and sent invoices out for split commission payments 

•    Approve all deposit returns promptly within 24 hours 

•    Become the business point of contact with Touchstone and attend quarterly meetings to help manage the relationship 

•    Chase payments owed to the company for split commissions 

•    Sign off all split commission invoices owed by the company and send to Accounts Payable for payment

•    Check all renewal fees, rent demands and charges are correct prior to a renewal starting

•    Where deemed necessary to seek legal advice from our internal legal department or independent solicitors for specialist advice

•    Creating new systems and process to manage the daily task effectively and efficiently

•    Consulting and update Head of Tenancy Management and Lettings Office Head where necessary

•    When required, welcoming visitors and dealing with as appropriate

•    Attending Lettings and team meetings 

•    Notifying Head of Tenancy Management of any potential property issues

•    Supporting and assist the team on the daily running the portfolio in the absence of other team members

•    Carry out property visits where necessary or required

•    Maintaining paperless filing system – ensuring accurate and up to date.

•    Keeping databases up to date including RPS 

•    Proactively maintaining own legal knowledge and comply with all Lettings legislation 

•    Ensuring the necessary processes and procedures are in place to support compliance

•    Ensuring accurate data entry and any missing data is obtained and incorrect data corrected

•    Keeping fully compliant with up to date lettings legislation and best practice procedures referring to Team Manager as necessary

Key Skills

•    Some experience in a lettings administration role 

•    Excellent communication skills

•    Customer-focused with commitment to maintaining excellent service standards at all times

•    Organised and systematic - able to prioritise workloads

•    Ability to follow processes with good data entry and accuracy

•    A smart appearance and professional approach is essential

•    Team Player 

Person specification

Qualifications:

•    Educated to GCSE level or equivalent as a minimum

• Health & Leisure: 25 days annual leave + public holidays (the option of purchasing up to 5 additional days via flex benefits), gym discounts, wellbeing support, volunteering opportunities, cycle to work scheme, eye care voucher, travel & retail discounts, travel insurance, concierge service, kids pass, open fairways golf card, great company culture and social events (including sports teams, charity events, art pass), perks at work 
• Financial: Pension, life assurance at 8 x basic salary, group income protection, long term disability insurance,  interest free season ticket loan, bonus scheme - you will be eligible to participate in the Company’s Bonus Scheme, share incentive plan, financial and mortgage advice