RECRUITMENT

My client is a reputable Estate Agent in Banbury they seek an experienced Office Coordinator to join their busy branch. The ideal candidate will be smart of appearance organised and with a proven track record of working in a similar role. Duties:-Management of front office dealing with face to face telephone and e-mail enquiries.- Management of the office diary system.- Register applicants and ensure that all relevant information is taken and where necessary book in viewings for the Lettings Negotiator.- Record new landlord and property details as soon as new instructions are received and send out corresponding letters.- Handle enquiries from Landlords and pass to Franchisee/Lettings Manager.- Organise an effective ordering system and stock control for all office supplies.- Record new tenant applications in the system as each application is received adding to the pipeline board.- Prepare the tenancy agreements and corresponding notices as soon as each application has been accepted.- Ensure that files are completed with regards to: referencing letters to landlords and tenants preparation of tenancy agreements arranging inventories arranging gas certificates keys and canvass letters.- Passing checked and completed files to Property Manager.- General administration including typing filing postage ordering answering calls taking messages.- Responsibility for all renewals- Responsibility for chasing rent arrears and updating Jupix; implementing charges on they system for this- Reports as required.Main Objectives:- Management of front office dealing with face to face telephone and e-mail enquiries from applicants tenants and landlords.- Operate an effective renewals; rent arrears and property files system.- Process new landlord rent guarantee and tenant insurance policies on-line to ensure that new policies are in force as soon as tenancy has commenced.- Deputise for the Lettings Negotiator/Manager and qualify enquiries from tenants to be passed on to the Negotiator when available.Additional Responsibilities Dependent on experience and office structure- Monitor the progress of all maintenance issues up to the point of payment of the suppliers invoice to ensure all works have been satisfactorily completed.-Record payments from tenants.- Record all property maintenance issues and manage the supplier accounts ensuring that suppliers are paid when jobs have been completed.- Manage the property diary system to ensure that all reminders gas safety inspections regular property inspections and tenancy renewals are completed on time.- To manage the property management system on a daily basis to ensure the records are up to date and complete.This is a general summary of your description. For more information on this exciting role please contact us on 01242 228 362