Senior Asset Manager - Ashtons : Job Details

The Role:

Co-ordination and responsibility for all lettings transactions, from point of tenancy agreed to tenancy commencement. This will include dealing with renewals where appropriate.

To protect the Lettings business from a legal and compliance perspective, ensuring the department meets all industry and company expectations.

To assist with compliance, property management and accounting administration sharing duties as required and allocated by the Head of Lettings.

Compliance:

• To check contracts & documentation from a legal perspective
• Check Landlord has signed necessary paperwork prior to processing deals
• Co-ordinate deals for all offices, overviewing all initially agreed tenancies to ensure compliance prior to being progressed
• Ensure Right to Rent compliance requirements have been completed prior to authorising reference checks or issuing tenancy contracts
• Update systems on Reapit to record Right to Rent check details & the renewals of Right to Rent checks & other legally required visas & documents
• Referencing tenants and dealing with both parties in the event reference checks fail or have special terms implied
• Administer and control compliance of new landlord and tenancy insurance or other FCA regulated products including rental protection offered by the business and review income, performance & renewal activity periodically as required
• Ensure all agreed tenancy terms are lawful & written into the tenancy agreement
• Ensure required documentation has been served on the tenant prior to tenancy commencement to ensure ability to serve notice when appropriate
• Ensure all legal documentation on file prior to tenancy commencement, with copies of paperwork where required, issued to all relevant parties
• Liaise with Contractors regarding cleaning and/or maintenance to prepare property for tenancy commencement
• Liaise with Inventory Companies regarding preparation of inventories & check in appointments
• Process renewals including liaising with Lettings Managers for review of rental payments
• Assume compliance responsibility for each agreed let allocated to you, ensuring all relevant documentation to complete a deal has been received & approved as acceptable for purpose
• Co-operate with and co-ordinate audits conducted both in house & externally
• Create & maintain efficient administrative procedures, filing & reference systems across the company, ensuring confidentiality at all times
• Work collaboratively with the branch staff to ensure that information is communicated to all relevant personnel in a timely manner

Property Management:

• Deal with maintenance issues reported in a timely manner
• Maintain records of works orders in Reapit, of issues reported & subsequent action taken
• Log all notes on Reapit
• Ensure gas & electrical safety checks are up to date
• Dealing with & acting upon, any issues with the check-out reports
• Advising utility companies of meter readings
• Negotiating & co-ordinating renewal contracts as and when required
• Carrying out routine visits to managed properties & reporting to landlords
• Attending properties to allow access for contractors as & when required
• Coordination of estimates & undertaking of repairs by contractors, instruct repairs where authorised
• Ensure all contractors used & recommended have provided details of their insurance provisions
• Provide regular progress reports to Landlords and Tenants re maintenance issues & action being taken to resolve

Client care:

• The business of Ashtons has built up a genuine reputation for high standards of customer care, such standards to be continued and improved wherever possible.
• In the unlikely event of correspondence being received from a dissatisfied client, that correspondence to be acknowledged in a diligent and timely fashion, investigated and responded to in accordance with Ashtons complaints procedure.
• Respond to legal and/or court documents, in line with correct protocol in conjunction with Head of Lettings and Head of People.
• Log, process, analyse and report on all complaints to the Head of departments for first, interim or final response investigations and collect and process the required evidence for internal and external grievances and complaints.

Working Hours:

Monday to Friday 8.30am - 6.00pm (3 days in office & 2 days remote)

Salary:

£30,000 - £34,000 (Depending on Experience)

Benefits:

28 days holiday (inclusive of Bank Holidays), competitions, company parties, monthly lunches, parking permit paid for by business, end of month drinks provided by the business and company subsidised eye tests

About Ashtons:

Ashtons is an independent Estate Agency practice, founded over 40 years ago. Driven by meaningful service and performance values, Ashtons has become the unique entity it is today.

The group provides first class Estate Agency, Letting Agency and New Homes in Harpenden, Welwyn Garden City, Berkhamsted, Hitchin and St Albans. Outlying rural areas are dealt with through our specialist Village & Country office in Redbourn and second Village & Rural department at Welwyn Garden City.

At Ashtons, everyone is treated as an individual from the day we first meet them, to the day we hand over the keys to their new home. We strive to cater for specific needs - nothing is classed as standard and nothing is left to chance. Exemplary service sits naturally alongside unrivalled performance.

We have strength and depth with over 120 enthusiastic and professionally minded people, who contribute daily to the success of our brand throughout Hertfordshire.

We have been recognised by the Sunday Times for 4 consecutive years in their Best 100 Medium Companies to Work For list, being proud recipients of 1st place in the Property Sectors best company to work for in the UK. We were gold and silver medal winners at The Times/Sunday Times Estate Agent of the Year awards, East of England, for Sales and Lettings respectively. We have also held the Investors in People accreditation for over 10 years.