Job Description
About the Role
The main objective of the role is to maximize the yield on company’s and landlords’ properties and
achieve excellence for the company’s letting services.
Key Responsibilities
1. Setting Up the Lettings Unit:
• Develop Operational Framework: Establish the processes and procedures for managing
lettings operations, including tenant sourcing, property marketing, lease agreements, rent
collection, and property maintenance.
• Recruitment & Team Building: Hire and train the initial lettings team, including agents,
property managers, and administrative staff. Create clear roles and responsibilities within
the team.
• Systems Setup: Fully harness Sage X3 CRM software to streamline operations, manage
tenant records, track property listings, and monitor performance.
• Establish Policies & Compliance: Liaise with the internal legal team to ensure that all legal
and regulatory requirements are met, including drafting tenancy agreements, ensuring
gas/electrical safety, and meeting local rental laws.
2. Managing Day-to-Day Lettings Operations:
• Property Marketing: Oversee the advertising of rental properties through online listings,
social media, and local marketing efforts to attract high-quality tenants.
• Tenant Sourcing & Screening: Manage tenant inquiries, conduct property viewings, and
ensure thorough vetting, including background and credit checks, to ensure suitable tenants.
• Lease Negotiations: Negotiate lease terms with tenants and landlords, ensuring mutually
beneficial agreements are reached while maximizing rental income.
• Rent Collection & Management: Ensure timely rent collection, manage arrears, and resolve
any issues with payments promptly.
• Property Maintenance Oversight: Coordinate with property management teams to handle
maintenance requests, inspections, and ensure properties meet safety and quality
standards.
3. Team Leadership & Development:
• Staff Management: Lead and motivate the lettings team to ensure targets and key
performance indicators (KPIs) are met. Provide regular feedback and performance reviews.
• Training & Support: Ensure ongoing training and development for all staff to stay updated on
industry best practices, legal changes, and new technology.
• Customer Service Excellence: Foster a customer-centric culture within the team, ensuring
that both tenants and landlords receive exceptional service at all stages of the lettings
process.
4. Client Relationship Management:
• Landlord Relations: Develop and maintain strong relationships with landlords, offering
advice on market trends, rental values, and property management. Provide regular updates
on their properties.
• Tenant Relations: Develop and maintain positive relationships with tenants, ensuring
satisfaction and addressing concerns quickly to reduce turnover rates and improve retention.
• Dispute Resolution: Act as the point of contact for any tenant or landlord complaints,
disputes, or issues, resolving them in a timely and professional manner.
5. Financial Oversight & Reporting:
• Revenue Growth & Budget Management: Develop and manage the lettings unit’s budget.
Identify opportunities to increase rental income, reduce costs, and maximize profitability.
• Reporting: Prepare and present regular reports on lettings performance, occupancy rates,
market trends, and financial results to senior management.
6. Market Research & Business Development:
• Market Analysis: Monitor local rental markets and stay updated on competitor activity,
market trends, and rental pricing.
• Business Growth: Develop strategies to expand the lettings portfolio by attracting new
landlords and tenants, including marketing campaigns and networking activities.
• Innovative Solutions: Introduce innovative strategies and services to improve efficiency,
customer satisfaction, and the overall performance of the lettings unit.
7. Health & Safety and Legal Compliance:
• Tenant Safety: Ensure all properties are compliant with health and safety regulations,
including gas safety, fire safety, and electrical checks.
• Legal Compliance: Maintain up-to-date knowledge of property rental laws and ensure the
lettings unit adheres to all relevant legislation, including fair housing laws and tenant rights.
Requirements
• Minimum of a bachelor’s degree in real estate or a related field of study
• A Minimum of seven (7) years relevant working experience in lettings or with at least 5years
of managerial or supervisory role.
• Relevant professional qualifications would be an advantage.
• Demonstrable experience in leading lettings teams/organizations.
Knowledge, Skills & Attributes
• Budget preparation and management skills
• Strong understanding of the lettings process, property law, and market trends
• Risk management skills
• Health and safety
• Excellent negotiation and conflict resolution skills.
• Quality assurance skills
• Analytical and critical thinking skills
• Relationship management
• Strategic thinking and decision-making.
• Leadership & Problem-solving skills
• Proficient in the use of Microsoft Office Suite
