Property Management Coordinator

Role Summary

The Property Management Coordinator is an administrative heavy, pivotal role supporting all facets of property and tenancy management, with a dual focus on tenant onboarding/administration and maintenance coordination. This role ensures compliance, timely execution of administrative tasks, and effective communication between tenants, landlords, and contractors in a fast-paced environment.

Key Responsibilities

Tenancy and Administration Management

• Process all tenancy files for move-ins, ensuring all procedures are followed and are fully compliant.
• Draft and issue legal documents and renewal contracts, including implementing rent increases.
• Chase tenants for rent arrears and update landlords on their status.
• Handle insurance claims.
• Check and ensure all home safety documents are compliant and schedule mandatory gas and electric safety checks one month prior to their end date.
• Liaise with potential tenants to answer their queries
• Work closely with Property Managers to arrange and coordinate move-in dates.
• Deal with administrative processes related to Welsh and English legislation.

Maintenance Coordination

• Process tenant maintenance reports, accurately logging them and prioritizing correctly based on urgency.
• Raise works orders and send them to the appropriate contractors.
• Monitor the required works from start to finish, keeping all parties (tenants, contractors, landlords, and internal departments) updated in a timely manner.
• Assess and schedule follow-up work based on priority and urgency.
• Chase contractors to ensure jobs are completed on time and avoid delays.
• Act fast and calmly when urgent issues arise, dispatching the right trades quickly and safely.
• Request monies from landlords for works and upload completed safety documents.
• Raise and upload invoices into the internal system.
• Communicate with the in-house maintenance team and Property Managers.

General Administration & Communication

• Manage a shared inbox, keeping up to date with all communications.
• Keep internal systems thoroughly updated with comprehensive notes.
• Handle communication primarily via phone calls and email with tenants, landlords, contractors, and internal departments.

Skills and Experience

• Strong Administrative Skills: The role is admin-heavy, requiring strong administrative and organizational capabilities.
• Attention to Detail: Meticulous attention to detail is required for processing legal and financial documents, as well as logging work orders.
• Communication: Excellent communication skills (written and verbal, especially phone calls) are imperative for all external and internal liaison. High-quality grammar and clear English skills are important.
• Work Management: Ability to multitask, prioritize a heavy workload, and comfortable working under pressure to meet deadlines in a fast-paced environment.
• Teamwork: Able to work closely within a team environment as well as autonomously.
• Problem Solving: Must possess strong problem-solving capabilities.
• IT Proficiency: Confident in using Microsoft Office programs, specifically Excel and Word, for editing important documents. Knowledge and/or professional experience in Repick CRM and Rent Smart Wales is a plus
• Experience (Preferred): 1 year of Office Admin experience is preferred. Experience in a real estate agency, tenant management, or housing is a plus.
• Must be willing to work hybrid setup following UK Business Hours
• Equipped with a conducive work-from-home setup and a stable high-speed (fiber) internet connection for uninterrupted operations.
• A plus if holding a bachelor's degree in a field like business, real estate, project management, or a related subject
• Amenable to work onsite (BGC or Makati) as the business requires

? Great Place to Work-Certified Company

? Holistic employee experience

? Rewards and incentives

? Monthly engagement activities

? Career advancement opportunities

? Paid referral program