Lettings Negotiator

Summary of Position 

Reporting to the Branch Manager Lettings, the Lettings Negotiator is required to facilitate smooth property rental transactions and ensuring high levels of customer satisfaction. Key duties include providing excellent customer service, building and maintaining relationships with clients and colleagues, and achieving sales targets. Administrative tasks such as handling enquiries, processing applications, and organising viewings are central to the role, as is ensuring compliance with company procedures and regulatory requirements. The Lettings Negotiator also plays a crucial role in managing communication with various stakeholders, including landlords, tenants, and internal departments. Flexibility to work both in-office and on-site, as well as adaptability to changing priorities and deadlines, are essential qualities for success in this position.

1. Customer Service and Relationship Building

• Provide exceptional customer service to clients while fostering strong relationships with colleagues and customers.
• Actively participate in building and maintaining inter-office communication channels.
• Conduct viewings out of the office when required.
• Build and maintain relationships with landlords, understanding their needs and preferences.
• Source and assess suitable rental properties to meet the requirements of prospective tenants.
• Conduct property viewings and provide detailed information on features, amenities, and rental terms.

2. Tenant Management 

• Screen prospective tenants by conducting background checks, verifying references, and assessing affordability.
• Facilitate negotiations between landlords and tenants, ensuring fair rental agreements are reached.
• Assist tenants with the application process, including completing necessary paperwork and obtaining required documentation.

3. Sales Target Achievement 

• Achieve sales targets by effectively managing leads, conducting viewings, and closing deals.
• Assist team members in achieving targets by providing support and collaboration.
• Sell appropriate insurances to landlords and tenants.

4. Administrative Duties 

• Handle day-to-day general enquiries face to face, via telephone, and through administrative tasks.
• Complete all sections of checklists accurately and within set timelines.
• Register applicants onto the mailing list and maintain applicant database.
• Print notice to quit reports and update systems accordingly.
• Manage daily tasks such as viewing callbacks, move-in paperwork, and updates on various applications. Build and maintain relationships with landlords, understanding their needs and preferences.
• Source and assess suitable rental properties to meet the requirements of prospective tenants.
• Conduct property viewings and provide detailed information on features, amenities, and rental terms.
• Download overnight voicemails and update landlords on relevant information.

5. Lettings Process Management 

• Process rental applications including referencing, chasing completion, and informing relevant parties of updates.
• Ensure all files are correct for check-in 24 hours prior and conduct check-ins as required.
• Organise, book, and confirm viewings, valuations, and check-ins into the diary.
• Deal with website and Rightmove enquiries promptly and efficiently.

Skills Required 

• Excellent communication and interpersonal skills.
• Ability to work well in a team environment.
• Strong organisational and time management skills.
• Knowledge of property management processes and regulations.
• Proficiency in relevant software and systems.
• Smart and professional appearance.
• Flexibility to work out of the office when necessary.

Qualifications and Certifications: 

• ARLA Propertymark Qualifications:
• NFoPP Technical Award
• NAEA Propertymark Qualifications (Optional)
• Preferably a Degree or Equivalent
• Customer Service Training
• Knowledge of Relevant Legislation:
• IT Skills eg proficiency in property management software, CRM systems, and Microsoft Office suite.
• Clean driving Licence: