Rental Department Team Leader

Our client is a well-known Real Estate and Development Group located in the CBD area. They have an incredible reputation and fantastic team culture for you to join.

Team Management

• Manage approx. 50 VIP clients and 10 Property Managers with Marketing, Admin, and Virtual Assistant support
• Ensure training and coaching is undertaken so that team and individual KPIs are met
• Ensure staff are applying efficiencies to their portfolio and/or tasks through ongoing training, instruction, supervision and leadership
• Responsible for planning weekly/daily staff schedules and assignments
• Provide a supportive and harmonious working environment to staff.
• Identify opportunities for improvement and provide constructive feedback to KPI design
• Lead by example and encourage team work so that company objectives and behaviours are adhered to
• Achieve strategic company goals by ensuring staff take ownership of the portfolio and proposed growth for your branch
• Through your leadership, you and your team will explore opportunities to grow your branch
• You are responsible for monitoring and assisting the Head of Department in managing your the team’s property vacancies and portfolio performance
• You are responsible for communicating any in-efficiencies or short fails within your POD systems with senior management as soon as you are aware
• Manage, control and train staff to ensure staff maintain accurate and orderable property files
• Encourage staff to learn and develop within their role and skill set
• Monitor, coordinate and proofread documentation including advertising material, all authorities or engagement letters, presentations, online material, surveys and reports as required
• Give constructive feedback to Property Managers in relation to their tasks and daily duties
• Respond to complex client or inquiries that require more detailed explanations (coach staff on these situations)

Property Management

• Maintain accurate and orderable property files at all times and ensure property inspections are carried out in a timely manner
• Liaising, mediating, negotiating, and advising tenants and owners of any issues regarding their tenancies or properties.
• Prepare property reports and conduct “Ingoing” and “Outgoing” inspections ensuring that the information is accurate and that the current condition of the property is stated, take photos and give detailed descriptions of property condition
• Prepare detailed owners and tenant reports and ensuring clear and concise lines of communication with owners
• Provide structured support to after-hours maintenance services
• Coordinate and manage all current outstanding maintenance requests/issues with ABLE Maintenance
• Induction of the tenant, educating them and handing over keys
• Maintain your personal email inbox and ensure you action all relevant emails within a 48 hour period
• Conduct routine inspections for your portfolio as required and ensure your team has completed allocated routines within their portfolio
• Ensure all relevant communication is kept and stored on FileSmart and/or other electronic means
• Cover other staff portfolios when team members are on leave or away

Financial

• Ensure all property arrears are controlled and all payments are current.
• Process notices to vacate and VCAT proceeding if required
• Process bond paperwork including lodgements, transfers and claims
• Initiate VCAT processing and attend hearings if required
• Conduct rent reviews and issue rental increases as instructed  
• Process invoices and forward to accounts as required
• Overseeing and following up on rental arrears and outstanding invoices levied against tenants

General

• Maintain and update CRM and management database(s)
• Effectively liaise with landlords, tenants, building manager and vendors
• Ensuring your POD follows company policies and procedures
• Capitalise on any new business that arises
• Liaise and coordinate with the sales team regarding clients who are considering selling or are after an appraisal
• Provide reception back-up when required
• Provide referrals to other PDG businesses
• Identify any staff upskilling requirements and notify senior management with regard to your suggested improvements
• Control staff movements within your branch and notify senior management of any additional requirements that are applicable to your branch with regard to staffing

Personal Attributes Requirements:

• Emotional Intelligence: Perceives, assesses and positively influences own and other people’s emotions including self-awareness, mood management, self-motivation, empathy and interpersonal relations.
• Personal Effectiveness: Manages own time and is responsive and adaptable when faced with conflicting demands by applying time management techniques and demonstrating results orientation.
• Communication Skills: Communicates clearly and confidently with staff and external parties both verbally and in writing. Keeps stakeholders informed of progress.
• Team Contributor: Participates in team/company initiatives in order to achieve a common goal including demonstrating support and respect for other team members and assisting others whenever possible.
• Ethics & Values: Maintain an absolute level confidentiality.  Understands the company’s core values and principles and acts accordingly by demonstrating personal integrity and business ethics in day-to-day operations and key decisions.
• Clear Focus: Builds manages and sustains effective relationships with internal and external stakeholders by gaining their trust and respect and continuously meeting or exceeding their expectations.
• Quality & Quantity of Work: Completes work with minimal errors, well researched and in a timely manner in line with company standards and any specific requirements and Demonstrable capability to work independently.

Previous Experience & Skill Requirements:

• At least 3 years of working experience as a Residential Property Manager, with VCAT exposure. 
• Experience in the Melbourne CBD market will be highly regarded
• Strong knowledge of Microsoft Excel, Word, Outlook and Real Estate CRM Systems (preferably REST, Inspect Real Estate, Agentbox, Inspection Manager)
• Must hold a current Victorian Agents Representative Certificate.
• Strong knowledge of relevant property legislation