Strutt & Parker – Client Accounts Coordinator (Lettings – Property Management) (Chelsea)

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 

Strutt & Parker is committed to providing a work environment that fosters diversity, inclusion, and equal employment opportunity without regard to race, colour, gender, age, creed, sex, religion, national origin, disability (physical or mental), marital status, ancestry, sexual orientation, gender identity and gender expression, or any other legally protected status.