Tenancy Manager

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Tenancy Manager

Position Overview

We are seeking a detail-oriented and organised Tenancy Manager to oversee the comprehensive administration of our lettings process from instruction to completion. This role is essential for ensuring smooth operations, regulatory compliance, and exceptional service delivery throughout the entire tenancy lifecycle. The position requires someone who thrives in a fast-paced environment while maintaining meticulous attention to detail and strong organizational capabilities.

Key Responsibilities

Property Instruction Management

- Input new instructions into Radar, our CRM system, ensuring complete documentation including photos, floor plans, virtual tours, property descriptions, and current EPCs.
- Create and amend property descriptions to maximise marketing appeal and accuracy.
- Obtain Anti-Money Laundering (AML) documentation for new and existing landlord instructions, ensuring compliance refreshes are completed as required.
- Secure land registry documentation/proof of ownership for new instructions.
- Issue Terms & Conditions for landlord signature and follow up completion.

Marketing & Property Presentation

- Instruct professional photographers for new properties and refreshed marketing campaigns.
- Order and install weekly window cards for branch display.
- Maintain current listings on Rightmove, Zoopla, and Lonres platforms with weekly updates.
- Complete Add Intel reporting on a weekly basis to showcase new instructions and lets agreed.

Tenant Processing & Compliance

- Issue Thirdfort requests to prospective tenants and review completed checks thoroughly.
- Coordinate with negotiators to obtain any missing or additional documentation required.
- Obtain appropriate sign-offs for tenants subject to sanctions, PEPs, or other compliance requirements.
- Track and manage reference processes, move-in meetings, tenancy agreement signing, and right-to-rent documentation for each transaction.

Deal Administration & Documentation

- Review each new deal individually to ensure tenant and landlord compliance standards are met.
- Verify signed terms, offer confirmations, holding deposit forms, and reference documentation are complete and filed correctly.
- Audit landlord fees and contract clauses for accuracy and compliance.
- Issue comprehensive deal paperwork to landlords including confirmation letters, waivers, reference approval letters, invoices, and tenancy agreements.
- Follow specific non-standard processes for multiple landlord properties within corporate holdings, ensuring each protocol is correctly implemented.
- Process ‘change of sharers’ and change of landlord requests as required.
- Track and implement mid-term rent increases, updating Radar system and notifying accounts, landlords, and tenants accordingly

Compliance & Safety Management

- Review and obtain compliance documentation (EPC, EICR, Gas Safety Certificates) for each transaction.
- Coordinate with landlords to secure missing certificates or schedule required inspections prior to the move-in.
- Instruct work orders for check-ins, PAT testing, electrical inspections, gas safety checks, and any remedial works identified.
- Apply for relevant licensing for non-managed or newly managed properties where applicable.

Essential Requirements

Experience & Track Record

- Entry-level position with minimal experience required - comprehensive training will be provided to the right candidate.
- Candidates with some work experience or those looking to transition into property administration are encouraged to apply.
- Any previous experience in administration, customer service, or process-driven environments would be advantageous.
- Demonstrated ability to learn new systems and processes quickly through academic, personal, or professional examples.

- Experience working with regulatory compliance requirements and documentation processes would be advantageous but not essential.

Skills & Competencies

- Proficiency in property management systems and Microsoft Office Suite.
- Exceptional attention to detail with ability to maintain accuracy under pressure.
- Strong organisational and time management abilities to handle multiple priorities simultaneously.
- Excellent written and verbal communication skills for effective stakeholder coordination.
- Solid understanding of lettings processes, compliance requirements, and regulatory frameworks.
- Analytical abilities to review complex documentation and identify discrepancies or missing elements.

Personal Attributes

- Methodical approach with strong process-oriented mindset.
- Proactive problem-solver with initiative to anticipate and address potential issues.
- Professional demeanour with ability to build effective working relationships across departments.
- Resilient and adaptable in a high-volume, fast-paced environment.
- Strong work ethic with commitment to delivering exceptional service standards.
- Detail-focused with natural inclination toward accuracy and completeness.

This role offers an excellent opportunity for an organized professional to play a pivotal part in our lettings operations while developing comprehensive knowledge of property management processes and regulatory compliance within a dynamic, market-leading organisation.

Location:

On-site –London, GBR

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.  We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process –  you may email us at [email protected] . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.