Administrator

haart Estate Agents; Colchester; On-site; GBP 27,000 - 30,000; Full time

Benefits offered by this job

30 days annual leave

Training and development

Career progression

Employee Assistance Programme

Eye care

Employee Referral Bonus

Company Pension Scheme

Job summary

Spicerhaart in Colchester is seeking a Pre-Tenancy & Compliance Coordinator to manage the onboarding of tenants and ensure compliance across the lettings portfolio. You will maintain records, coordinate AML/Right to Rent checks, and liaise with landlords, contractors, and internal teams to readiness for move-ins.

The role focuses on reducing void periods, protecting compliance, and supporting smooth tenancy processes, with a strong emphasis on documentation and data accuracy.

Qualifications

• Experience maintaining compliance records and due diligence in tenancy processes.
• Ability to manage multiple cases and meet deadlines.
• Knowledge of gas safety, EPC, EICR, licensing, and smoke & CO alarms.
• Proficient in AML and Right to Rent checks.
• Strong IT skills with CRM and document management systems.
• Excellent communication with landlords, tenants, contractors.

Responsibilities

• Maintain accurate compliance records and due diligence for Gas, EPC, EICR, Licensing & Smoke & CO Alarms.
• Liaise with central Operations to instruct internal License applications.
• Chase landlords and contractors for renewals ahead of expiry.
• Process and log AML and Right to Rent checks.
• Ensure compliance data is entered into CRM systems.
• Coordinate with field lettings agents, landlords, tenants, and contractors for move-in readiness.
• Prepare and issue tenancy agreements and supporting documentation.

Skills

Attention to Detail

Organisational Skills

Communication

Compliance Knowledge

IT Proficiency

Customer Focus

Teamwork

Tools

CRM systems

Document management systems

Job description

The Pre-Tenancy and Compliance Coordinator is responsible for managing the administrative process of new tenancies and re-lets, ensuring that all compliance checks, documentation, and contracts are completed accurately and on time. You will also be responsible for carrying out day-to-day landlord, property and contractor compliance tasks across the lettings portfolio. This includes monitoring certification expiries, arranging renewals, chasing landlords and contractors, and maintaining accurate compliance records.

The role supports the smooth onboarding of tenants, reducing void periods and protecting the business from compliance risk, whilst also ensuring that the company meets all statutory requirements, reducing risk exposure and protecting tenants, landlords, and the business. This includes coordination with landlords, tenants, contractors, and internal colleagues.

Ref: Intpm

As a Pre-Tenancy & Compliance Coordinator at Spicerhaart in Colchester you will receive:

• £26500 to £29500 OTE per year
• Full-time working hours: 9am to 6pm (Monday to Friday). Note: Saturdays as and when required in line with the needs of the business, with time off off in lieu

Your additional benefits as a Pre-Tenancy & Compliance Coordinator at Spicerhaart in Colchester

• 30 days annual leave (includes bank holidays*)
• Comprehensive and continued training as you grow and develop within your role
• Career progression opportunities
• Employee Assistance Programme (24/7 access to our confidential helpline)
• Eye care*
• Employee Referral Bonus*
• Company Pension Scheme

Key responsibilities of a Pre-Tenancy & Compliance Coordinator at Spicerhaart in Colchester

• Maintain accurate compliance records and/or due diligence mitigation for Gas, EPC, EICR, Licensing & Smoke & CO Alarms
• Liaise with central Operations function to instruct internal License applications
• Chase landlords and contractors for renewals ahead of expiry.
• Process and log AML and Right to Rent checks.
• Ensure compliance data is entered correctly into CRM systems.
• Escalate non-compliant cases to Central PM Manager.
• Contribute to audit preparation and quality assurance processes.
• Manage pre-tenancy checks, including AML and Right to Rent requirements.
• Prepare and issue tenancy agreements and supporting documentation.
• Ensure compliance with statutory requirements.
• Coordinate with field Residential Lettings agents & Property Managers, landlords, tenants, and contractors to ensure readiness for move-in.
• Maintain accurate records in our CRM system.

Role Competencies of a Pre-Tenancy & Compliance Coordinator at Spicerhaart in Colchester

• Attention to Detail: Ensures accuracy in tenancy documents and in managing compliance data.
• Organisational Skills: Ability to prioritise workload and manage deadlines, whilst managing multiple cases.
• Communication: Clear, professional communication with landlords, contractors, and tenants.
• Compliance Knowledge: Understanding of key statutory requirements.
• IT Proficiency: Confident in using CRM and document management systems.
• Customer Focus: Commitment to providing excellent service to landlords and tenants.
• Teamwork: Collaborative approach, supporting Managers and colleagues.

Core Competencies of a Pre-Tenancy & Compliance Coordinator at Spicerhaart in Colchester

• Works well with others to create a team spirit and an enjoyable working environment.
• Delivers outstanding customer service by exceeding expectations.
• Focuses on results to deliver business success.
• Follows company standards and procedures.
• Embraces responsibility and accountability.
• Demonstrates professionalism, honesty and integrity.
• Demonstrates a thirst for development.

The Finer Details

To be eligible to proceed in our recruitment process, you will need:

• Legal entitlement to live and work in the UK (in accordance with the Immigration Asylum and Nationality Act 2006)
• We’ll need evidence of your right to work in the UK, in the form of: Passport/Birth Certificate

We will also need

• Proof of Address
• National Insurance

At some point(s) in your application process, you may be required to interview via video call.

Our Employee Assistance Programme offers up to six sessions of support and guidance, via telephone.

Company financial commitments to annual eye tests, and glasses, are subject to the terms stated in the company Eye Test Policy.

Employee referrals are subject to the terms stated in our Employee Referral Scheme.

30 days' paid annual leave includes bank holidays - day in lieu if you happen to work the bank holiday.

Please note:

If you are successful in your application for this role but voluntarily leave the role within the first 12 months of employment, you may be required to reimburse the company for the costs associated with your training programme.

Armed Forces Covenant

Spicerhaart is a forces-friendly company offering many Estate Agency roles to those considering leaving the forces.

If you are looking for an exciting career, where you feel part of something bigger, and where your excellent communication skills come into play every single day, then the world of property sales and lettings could be for you.

Please visit: https://www.haart.co.uk/about-us/armed-forces-covenant/

Equal Opportunities:

At Spicerhaart, variety makes our Company DNA come to life. We love people, and what's more, we love the differences that make each person who they are, we support you and encourage those differences, to make you the best person you can be. Spicerhaart are proud to be an equal opportunity workplace and we welcome all talented individuals to apply for a career with us. We are committed to equal employment opportunity regardless of race, colour, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability or gender identity.

If you have a disability or special need that requires accommodation, please let our Talent Acquisition Team know and we will be happy to assist to the best of our ability – regardless of how small or large your requirement may be.

To All Recruitment Agencies:

Spicerhaart does not accept speculative agency CVs. Please do not forward CVs to the Talent Team, Spicerhaart employees or any other company location. Spicerhaart is not responsible for any fees related to unsolicited CVs received from external recruitment sources through our Preferred Suppliers List or otherwise.

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