Portfolio Administrator

Student Cribs; London; On-site; GBP 30,000 - 50,000; Full time

Job summary

An established industry player is seeking a skilled Portfolio Administrator to oversee the tenancy lifecycle, ensuring a smooth process for tenants and guarantors. This role involves managing compliance tasks, conducting audits, and improving processes to enhance tenant experiences. With a focus on high standards and customer service, you will play a key role in supporting a growing portfolio of properties. If you are self-motivated, detail-oriented, and thrive in a dynamic environment, this is an exciting opportunity to contribute to a vibrant team in London's housing sector.

Benefits

Discretionary performance-based bonus

Company phone

Company laptop

Qualifications

• Proactive in legislative changes and raising issues.
• Strong communication skills for stakeholder engagement.

Responsibilities

• Manage tenancy lifecycle and document validation.
• Conduct tenancy audits and report on KPIs.
• Provide compliance administrative support.

Skills

Self-motivation

Attention to detail

Communication

Time management

Relationship building

Job description

Student Cribs are the largest provider of second and third year housing in the UK. To date, Student Cribs has over 1000 properties (over 4,900 beds) in 24 cities. Student Cribs finds, buys, refurbishes, lets, and manages high quality student houses and flats on behalf of its investors. The whole process is managed in-house to ensure high brand standards across the portfolio with a focus on customer service and tenant enjoyment. We have a significant amount of investment to fuel future fast growth, which will enable Student Cribs to continue to be the primary national brand giving second and third year students a safe, reliable, and exciting choice when renting their first home. We are looking for a skilled and experienced Portfolio Administrator to join our team!

– Leading on the tenancy lifecycle, working with Tenants and Guarantors to complete document validation, right to rent checks, and contract signing.

– Ensuring replacement tenancies run smoothly from start to finish.

– Own the lettings season for your region.

– Conduct weekly tenancy audits and reporting on KPIs daily.

– Maintain updated contract templates in line with legislative changes in the sector.

– Maintain updated processes and work to improve processes in line with business needs.

– Assisting with Handover desk-based jobs, owning the move in process to ensure all tenants enter properties correctly.

– Management of Regional inbox – flagging emails to city Portfolio Manager, escalating emails as required and forwarding emails to correct departments if required. Monitoring of key data points, presenting them to Region Portfolio Manager in agreed schedule. Inspections, internal FRAs, triage calls, condition and cleanliness ratings, available beds to let, contracted beds, council inspections etc.

– Complete allocated triage with WhatsApp video calls for general issues (WIFI, access/key issues, tripped electric).

– Management of the council tax process, validation of Council Tax Exemption, confirmation of non-student status and liability, uploading required information to relevant council and handling of any council tax bill in a timely manner to avoid fines.

– Provide administrative support for all areas of compliance including gas and electrical safety, water management, asbestos, lifts, and fire safety. Arranging access where required and joint attendance of Maintenance Operative if required.

– Program internal risk assessments on time, appropriate certification is loaded onto the IT systems and remedial actions are raised as issues.

– Program internal inspection on time, reports loaded onto the IT systems and remedial actions are raised as issues.

– Assist with the HMO license applications preparation, downloading of certificates, floorplans and risk assessments.

– Program any council inspections or visits with the Portfolio Managers, Maintenance Operative or Compliance Officer as required.

– Uploading documents and assets to the system. Inventories, floorplans, new noncompliance assets, warranties etc.

– Assist with business needs during peak times as needed

Compliance Tasks

– Completing and paying for the HMO application. This includes any queries, inspections, pre-inspections and resolutions of any license conditions.

– Attending any ANUK or Fire Service inspection, with Compliance Officers if required, ensuring all standards are met and documentation provided. Pre-inspecting if any concerns.

– Liaising with the Compliance Officers on any challenges or quotes to bring the property to the required compliant standard.

– Monitoring of any weekly or monthly fire alarm inspections to ensure completed via the Maintenance Operative.

– Assist with any investigation into a Health and Safety incident. Liaising with tenants as required, collection of evidence, implementation of any new procedures.

– Attending block audits with Compliance Officers to ensure knowledge of all block compliance and health and safety risks.

Experience & Skills

– Self-motivation – you stay up to date on legislative changes and are proactive about raising any issues through your management structure.

– Do it right, do it once – you consistently operate at pace with high levels of accuracy and attention to detail, self-correcting as you go.

– Communication comes naturally – you will work with a variety of stakeholders in this role, your ability to communicate verbally and in writing is a key strength.

– Comfortable driving – you will be pushing forward a variety of different tasks at any one time. You can manage changing priorities, your own time and multiple projects.

– People matter – you thrive on building relationships with your internal stakeholders and are keen to support your region’s portfolio compliance from all aspects.

Further Details

– Location: London

– Discretionary performance-based bonus of up to 25%

– Hours: 9:00am – 18:00pm, Monday to Friday with the ability to work some weekends where required (especially during mid-June and mid-August)

– Company phone & laptop provided

– Full UK driving license desired, but not essential