Residents Executive - The Helm
Residents Executive - The Helm
Purpose of the Role
To be part of a busy site team assisting the Building manager in the day to day running of the building.
Key Responsibilities
Viewings, inventories, website enquiries, social events, end of tenancy, customer service, reporting stats, inspections, work well as part of a team.
Section 21’s
Compile all necessary paperwork to be sent to tenant(s) including S21 notice
Serve notice by email to all tenants and a hard copy to be placed in post box
Send out Certificate of Service
Update accounts department where necessary
End of Tenancy
Confirm dates with tenant
Put property back on the market as soon as possible ensuring price is inline with approved set prices
Confirm availability for viewings with current tenants, always giving 24hrs notice minimum
Upload check-out report to Kaptur
Confirm dilapidations including any charges from contractors, send DRF to lead tenant once established.
Allow min. 5 working days to turn around property for new tenants
Upload to Kaptur the check in report
Reporting
Send out site stats every Monday morning with commentary
Void report – keep updated at all times with comments
Renewals report – keep updated at all times with comments and reason for vacating where applicable
Ensure resident contact details are updated after all move-ins/outs
Join mandatory cluster call every Wednesday to go through all new-lets and renewals
Renewals
Send pricing as early as possible for approval
Send invites to tenants as soon as prices received
Negotiations and confirmations from tenants
Serve s21’s where applicable
Lettings
Maintain 100% occupancy/0 voids
Enquiries
Monitor enquiries inbox daily and screen/filter any spam or 1st/2nd year students
Respond to all enquiries regardless of availability and offer to be added to waiting list
Viewings/Vetting
In person viewing where physically possible, virtual viewings last resort
Use this as an opportunity to vet the applicants to see if they would be a good fit
Applications
New application form
New RTR process
This can no longer be done over video call, you must have met the person
Ensure holding deposit is paid and RTR checks are sent with application to New Offers
New Thirdfort ID checks to be conducted on all applicants, make them aware of the process
Send Welcome Pack email on move-in
Parking
Allocate all spaces and ensure the tracker is up to date
Ensure both parking systems are updated with changing registrations
This includes commercial parking
Lounge and Coffee Machine
Clean and maintain coffee machine, and ensure it’s fully stocked
Ensure lounge is clean, tidy and presentable at all times
Gym
Monitor the inductions to ensure everyone is inducted before allowing access
Monitor how the classes are going
Check the cups and wipes are stocked and weights/mats tidy
Events
2 per month minimum
Order resources to be delivered a week ahead of scheduled event
Email residents and post on social media at least 1 week before
Be present at all events for duration and clean up afterwards
Document as much as possible for social media
Must consider timing, resources, equipment, ordering time, budget, demographic and how many people to expect
Social Media
Create all posts
Events – before poster, after photos
Holidays
Site updates
Document all events on stories and highlights
Engage with local business
Post organic/original photos
Amber Portal
Add all move ins/move outs onto the portal with all metre reads
Submit water reads monthly via sharepoint
Ensure that questions are answered on portal quickly
Barclays and Commercial
Cut all keys and keep updated record of the ID number to the name of the person it is going to
Parking – add all registrations to monitoring system, regular visitors
Managerial Cover (when required)
Upload compliance (eg. Fire Alarm, Emergency Lights)
Liaise with contractors
Via Elogbooks, via Email
Request access where applicable
Organise parking permits
Organise keys and access
Security timesheet sign off
Check in and check out photos including meter reads
General
Liaise with Building Manager when booking maintenance jobs
Provide update trackers such as demographics where needed
Keep Reception and Parcel Store clean, tidy and well presented at all times
Ensure parking permits are stocked
Ensure returned post is labelled and given to postman periodically
Monitor personal, enquiries and resident services email inboxes and forward anything relevant to Building Manager (e.g. maintenance requests, contractor details, anything building/property related)
Ensure all training is up to date
Be prepared to accommodate any other resident or staff request
Skills, Knowledge and Experience
Lettings, renewals, viewings, social media, event hosting.
SIA preferable, or be willing to obtain once employment has started.
Working Hours - Mon to Fri – 11am -8pm
Hours from events and Saturdays can be taken back on Fridays inline with the rota and confirming with Building Manager in advance.
Salary - £28k
#LI-DNI
Please see our Benefits Booklet for more information.
Reference: 52367815
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