The bank for a changing world

We are looking for

Junior Lettings Tenancy Progressor

Apply REF: SP0360

The Role

  • Administer new tenancies from the point of offer acceptance until move in as allocated by Team Manager
  • Offer central support for non-managed client and tenant queries
  • Keep fully compliant with up to date lettings legislation and best practice procedures
  • Act as central contact for landlords and tenants during tenancy progression
  • Provide excellent customer service to landlords and tenants
  • Support the ongoing tenancy growth of the London Lettings division

Key Deliverables

New Tenancies

  • Support the Senior Tenancy Processor to administer new tenancies and the production of new agreements to quality and to deadline.
  • In the case where the tenant or landlord wishes to use their own tenancy agreement refer both parties to independent Solicitors for specialist advice
  • Liaise with negotiator to conclude outstanding offer details and other tenancy related matters
  • Draft appropriate tenancy agreement (to be checked by the Office Head/Team Manager) with accompanying correspondence and send out for engrossment to both parties via Adobesign
  • Prepare initial invoices, standing orders and rent demands for tenants
  • Follow up on credit reference responses and where necessary notify negotiator to seek guarantor options or up front payments
  • In the event of credit reference failure/sub standard outcome notify negotiator and Lettings Office Head and seek alternative arrangements subject to client consent
  • Send credit reference report to client correspondence and in event of reference failure confirm agreed course of action 
  • Produce deed of guarantee document and send for signature or prepare up front rental payment invoice
  • Check that initial monies have been received prior to key release, and guarantor signature, if applicable
  • Ensure all deals are checked against Tenancy Checklist Form
  • Confirm receipt in office of signed agreement by both parties. If not received, escalate to both parties if one has not sent back forms.
  • Forward Welcome letters to client and tenant
  • Send check in reports to both client and tenant
  • Quality check own work and ensure Team Manager also checks completed paperless file
  • On receipt of non-managed terminations follow procedure to administer tenancy end.
  • Process deposit releases upon receiving instructions from landlord and tenant.
  • Follow up clients and tenants regularly to release deposits sat on account.
  • Complete tenancies on Reapit once deposit is released.
  • Administer any tenancy changes by way of new agreement/deed.

General office Management

  • Field initial tenant and client queries regarding tenancy matters (legal queries/post move in snagging) consulting with Team Manager and Lettings Office Head where necessary
  • Answer the telephone when other team members are occupied and refer calls to the appropriate member of the department or take a message.
  • When required, welcome visitors and deal with as appropriate.
  • Attend team meetings & notify Team Manager of any potential tenancy issues
  • Support and assist the team with administration in the absence of other team members.
  • Check inventory check-in invoices and authorize for payment within 48 hours of receipt in the office
  • Support Senior Team Manager with other office related administrative tasks
  • Ensure all correspondence is responded to as and when received.
  • Maintain paperless filing system – ensure accurate and up to date.
  • Keep Reapit up-dated
  • Undertake any other duties within capabilities as and when required

Compliance

  • Maintain and utilise up to date knowledge and comply with all Lettings legislation
  • Escalate any issues of concern to Team Manager

Data and records maintenance

  • Regularly update Reapit creating detailed records that reflect all external and external communications
  • Ensure any missing data is obtained and incorrect data corrected
  • Ensure data input is of high quality and accurate so all transactions meet company requirements

Personal development

  • Seek opportunities to contribute in order to develop self and to meet current and future business goals
  • Study towards NFoPP Technical Award Training Level 3

Continuous improvement

  • Make suggestions for improvement to Team Manager

Required Skills and Experience

  • 6-12 months in an administration role
  • A smart appearance and professional approach is essential
  • Excellent communication skills
  • Customer-focused with commitment to maintaining excellent service standards at all times
  • Team Player
  • Organised and systematic - able to prioritise workloads
  • Ability to conform to specified processes and routines in a fast paced environment
  • Good working knowledge of IT systems and user knowledge of Reapit a bonus
  • Proactive with good time-management and ability to multi task
  • Education up to A Level & NFoPP qualification is an added bonus

BNP Paribas Real Estate is proud to be an inclusive employer, as recognised by our RICS Inclusive Employer status and the Stonewall Equality Index.

Primary Location: GB-ENG-LondonJob Type: Standard / PermanentJob: FINANCIAL AND TECHNICAL EXPERTISEEducation Level: Other Degrees / Certifications / Vocational, Technical or Professional QualificationsSchedule: Full-time Behavioural competency: Attention to detail / rigorTransversal competency: Ability to develop and adapt a process