Administrator

HAART; Colchester; On-site; GBP 26,500 - 29,500; Full time

Benefits offered by this job

30 days annual leave

Training and development

Career progression opportunities

Employee Assistance Programme

Eye care

Employee Referral Bonus

Pension Scheme

Job summary

Spicerhaart is seeking a Pre-Tenancy & Compliance Coordinator to manage the administrative flow for new tenancies and re‑lets, ensuring all checks, documents and contracts are completed on time. The role covers landlord, property and contractor compliance, monitoring expiries and renewals, and maintaining comprehensive compliance records.

You will support tenant onboarding to reduce voids and mitigate compliance risk, while upholding statutory requirements to protect tenants, landlords and the

Qualifications

• Experience in tenancy/compliance administration is desirable.
• Knowledge of UK housing regulations and right-to-rent checks is advantageous.
• Proficiency with CRM and document management systems.

Responsibilities

• Maintain accurate compliance records for Gas, EPC, EICR, Licensing & Smoke/CO alarms.
• Coordinate tenancy and renewal checks with landlords, tenants and contractors.
• Process AML and Right to Rent verifications and log results.
• Prepare tenancy agreements and supporting documents; ensure statutory compliance.
• Update CRM with compliance data and generate audit-ready reports.
• Support audit preparations and drive quality assurance in compliance processes.

Skills

Attention to Detail

Organisational skills

Communication

Compliance knowledge

IT proficiency

Customer focus

Teamwork

Tools

CRM systems

Job description

Pre‑Tenancy & Compliance Coordinator

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 carry out day‑to‑day landlord, property and contractor compliance tasks across the lettings portfolio, 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, while ensuring the company meets all statutory requirements and protects tenants, landlords and the business.

Pay and Working Hours

• £26,500 to £29,500 OTE per year
• Full‑time working hours: 9 am to 6 pm (Monday to Friday). Saturdays as and when required in line with the needs of the business, with time off in lieu.

Benefits

• 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

• Maintain accurate compliance records and due diligence mitigation 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 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

• 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

• 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

Eligibility & Required Documents

• Legal entitlement to live and work in the UK (in accordance with the Immigration Act 2006)
• Evidence of right to work in the UK: Passport or Birth Certificate
• Proof of address
• National Insurance number

At some point 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.

Equal Opportunities

Spicerhaart is an equal opportunity workplace and welcomes all talented individuals. 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.

Armed Forces Covenant

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

Recruitment Agency Policy

Spicerhaart does not accept speculative agency CVs. Please do not forward CVs to the Talent Team 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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