Lettings Coordinator & PA

We think this is a special place to work. So, before we get into the detail of this job opportunity, here's a few words about who we are and what's important to us.

We're about delivering lasting commercial, social and environmental benefit

This role sits within our UK Property Business which is about creating sustainable places where business, communities and nature thrive. We've been developing and managing neighbourhoods for over 300 years, pioneering change and new ways of thinking about property. Our heartland is in London's West End and we also invest in vibrant urban places such as Liverpool and across England.

We're part of something much bigger too. Grosvenor is an international organisation whose activities span urban property, food & agtech, rural estate management and support for philanthropic initiatives. We're united by a common goal to deliver lasting commercial, social and environmental benefit.  

We're steeped in history but focused on the future

We may have 340 years of history, but we are firmly focused on the future. From progressive environmental action to being at the forefront of community engagement, we work with purpose and embrace change. So diversity of thought and fresh perspectives really matter to us. We want our people to bring everything they are to work. Their life experiences, their knowledge, their unique take on challenges and solutions.

What's it like to work here?

Well, there is plenty to talk about. It's purposeful, whether that's innovative ways to tackle the climate crisis or engaging meaningfully with local communities. It's commercial and ambitious, which you'll see in our transformational development projects and diverse investment pipeline. It's sociable, in our buzzing café and at our many events. It's challenging, varied and supportive: contributing to inclusion and innovation is part of everyone's personal goals here. We also enjoy a flexible work environment and, because it's a family business, we like to think we are a little less corporate too.

Interested? Then take a look at the job details below. We're looking for someone who wants to build a brilliant career at Grosvenor and we look forward to receiving your application.

Reporting to the Director, Investment & Residential London Estate, approximately 80% of this customer facing role will be dedicated to providing lettings and customer support for the London residential lettings portfolio, which comprises approximately 400 units for rent. The remaining 20% of the role will comprise Team PA duties for the two team Directors including diary management, organising team events and ensuring the delivery of a consistently high standard of administration across the team. This is an exciting customer focussed role working in a key part of Grosvenor's London Estate business.

Key Responsibilities

• Run and monitor AML/reference checks for new lettings transactions to ensure compliance
• Progressing tenancies: drawing up offer letters, contracts, switching over utilities, sending works orders, arranging pre-tenancy works such as check ins, professional cleaning and gas safety certificates and assisting new tenants with on-line registrations
• Organising the marketing of properties including arranging photographs and floor plans and EPCs, creating brochures and organising advertising on internal and external websites
• Managing all tenant deposit registrations, releases, tenant disputes, statutory declarations and deposit communications with new and outgoing tenants. 
• Carrying out viewings with prospective tenants if required and providing cover for the lettings negotiators
• Maintain high standards of lettings records, ensuring all documentation is accurate and up to date
• Proactive and accurate diary management for team Directors. Organising meetings, calls, inspections with tenants, video conferences and team events
• Monitoring emails and tasks while team members are on annual leave and ensuring they are escalated and delegated to other team members as required

Key Requirements

• Proven experience in a customer facing role
• Experience working in a letting environment is preferred but not essential
• Strong administrative skills with a high level of computer literacy (Work, Excel & PowerPoint) with a willingness to participate in training to further develop skills as required. 
• Flexible and able to manage effectively a number of priorities at any one-time, prioritising activities that create greatest value and managing time, cost and resources effectively
• Good communication skills both written and oral. A good telephone manner is essential.
• Genuine interest in property and specifically Grosvenor's residential business

Personal attributes

• Customer focussed - being responsive, managing timescales and ensuring successful completion of customer queries

• 'Growth mindset' and a positive attitude – an open-minded attitude that focuses on continual improvement and brings enthusiasm, humility and lots of energy to the role
• Teamwork - working collaboratively with others, taking a practical and pragmatic approach to getting things done
• Communication – communicating with focus, simplicity and clarity
• Results – achieving goals and deadlines in support of the Team's objectives

We know flexibility is important and take a hybrid approach to working, please contact us for further details.

Grosvenor is proud to be a Disability Confident Committed employer. If you would like to speak with us for more detail, please contact [email protected]

We want you to have every opportunity to show us your strengths. There are adjustments available for our process, please contact us on [email protected] to discuss.

To apply for this job please click on "Apply".
To begin your application you will be asked to create an account.

Please carefully read our Recruitment Privacy Notice before proceeding with an application. The privacy notice sets out how Grosvenor obtains, uses and protects the personal information which you provide to us. You can read the notice here - https://www.grosvenor.com/legal/recruitment-privacy-notice