Regular Duties:
Leasing Property
1. Provide property description for Rent list and Internet Site to Admin team
2. Communicate with relevant leasing staff member during leasing campaign
3. Advise Landlord of all inspections, applications and your recommendations twice weekly
4. Advise Landlord of applications, discuss and confirm owners instructions for new tenancy
5. Confirm application is correctly completed and all relevant checks undertaken
6. with Tenant & make appointment for signing of documentation.
7. Fill out tenancy application – new tenant form and provide to Admin team
8. Complete condition report, photocopy for file, take photographs & save in property file.
Tenant Sign up
1. Ensure tenant is provided with copy of “Renting – Your Rights & Responsibilities”, condition report, copy of lease, Tenant information sheet, direct debit form & emergency contact numbers at in office appointment, or via email.
2. Tenant to initial all clauses on three copies of the lease
3. Witness Tenant’s signature, ensuring Tenant has signed where required
4. Tenant to action bond lodgment once payment cleared by accounts department
5. Offer tenant utility connection services through Your Porter
6. Give Tenant keys on lease commencement date, ensuring that one full set remains in the office
7. Send leases to landlord, or sign on their behalf (depending on instructions) and send confirmation letter to Landlord
8. Follow up return of condition report in three days from lease commencement
9. Follow up any leases sent to Landlords in seven days
Maintenance
1. Create Maintenance task for all maintenance requests received from Tenant/Landlord
2. Advise Landlord & carry out their instructions
3. Arrange Tradesman if approved
4. Check with Tenant or Tradesperson if work completed – inspect all major works prior to approving payment of invoices
5. Follow up any outstanding maintenance within five days
6. Approve invoices via PropertyMe invoicing system and complete task
Rent Arrears
1. Follow up letter/SMS and telephone call on 3rd day of arrears to tenant and Landlord
2. Telephone call to both Tenant & Landlord on 7th day of arrears
3. Telephone and send follow up letter to Landlord advising action if rent not paid by 15th day
4. Telephone call & letter to Tenant advising action if rent not paid by 15th day
5. 14 Day Notice to Vacate on 15th day of arrears with cover letter and copy to Landlord
6. Adjourn VCAT hearing if rent paid
7. Follow through for Possession and Eviction if rent remains unpaid or as per owners instructions
Periodic Inspections
(First inspection at three months to ensure that property is being maintained and tenant has no concerns. Second inspection at nine months to coincide with review & renewal)
1. Print list of properties due for inspections, reviews and renewals for month
2. Arrange inspections with Tenant by forwarding letter advising of day & time
3. Complete inspection report with recommendation for maintenance and take photos – save photos in g drive property file.
4. Discuss Lease Renewal expectations with Tenant
5. Write to Landlord confirming inspection and action to be taken
6. Arrange required maintenance as per landlord instructions
Lease Renewals
1. Prepare lease renewals and/or Rent Increase correspondence
2. Send Lease Renewal to Landlord for signing or sign on their behalf depending on instructions (prior to tenant signing)
3. Send leases to tenant to sign & follow up within 14 days.
4. Update computer details.
5. Follow up return of Lease Renewal from Landlord within 14 days.
Rent Reviews
1. Write to owner advising property due for review and provide recommendation
2. Carry out landlord’s instructions i.e. issue rent increase and/or offer further lease
Vacating
1. Notify Landlord with telephone call to confirm advice of tenant vacating, obtain re-letting instructions & discuss advertising options.
2. Write to Landlord as confirmation of vacate date & instructions.
3. Write to Tenant acknowledging notice to vacate, include Final Inspection Guide
4. Add to Rent list/Internet site (see ‘Leasing property’)
5. Carry out pre-vacating inspection.
6. Arrange any necessary maintenance, to ensure property is well presented
7. Carry out Final Inspection & update condition report
8. Seek owners instructions with regards to the refunding of bond
9. Ensure Bond Claim Form is completed and signed
10. Confirm all keys and forwarding address collected from outgoing tenant
11. Complete Bond refund form and provide to account department
12. Complete application to VCAT if claiming for Bond within required 10 business days in event that repairs or cleaning are not attended to by the Tenant (take photographic evidence)
Takeovers
1. Thank you letter to Landlord with Authority , Landlord Instructions and Tenant Pack
2. Add details to PropertyMe
3. Notification letter to previous agent and to current Tenant
4. Ensure that Bond Transfer Form is completed by previous managing agent
5. Inspect property within 30 days and introduce yourself to Tenant
Issuing Notice to Vacate
1. Follow through with landlord instructions once received in writing
2. Issue the relevant notice via registered post and normal mail from VCAT Online including the vacate letter to tenant
3. Call tenant to advise of the notice being issued and discuss options for other properties
Communication with clients
1. Comply with Company communication protocol.
2. Always attempt to contact a client by phone in the first instance, unless specifically instructed not to by the client or management.
3. Ensure phone contact with clients twice annually, in addition to property related matters 4. Ask if they have any other properties to refer or if they have friends/family who may 5. Make contact with referral or pass to BDM
Growth opportunities
1. Ensure every client is asked if they have any properties with another agent at least once a year.
2. Ask for referral opportunities after a positive interaction with a client
3. Advise a Business Development Manager if a client advises they have a referral or another property of their own.
Team Work Requirements:
Meetings & Training
1. Attend Monday Property Management meeting to discuss opens, inspections and strategies
2. Attend monthly Property Management Meeting
3. Attend all other training meetings as directed by Management
Behaviour
1. Know and adhere to the Company Vision & Values
2. Assist other Property Managers when necessary or as requested by Team Leader/Manager 3. Stay CALM & POSITIVE but air concerns
4. Provide suggestions on process improvement where noted.
5. Provide suggestions on training requirements or needs
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