Virtual Assistant - Office Manager for UK Based Property Company

Jam Properties Group Ltd provides amazing accommodation to professional tenants in London.
We let rooms to professionals creating a safe, friendly house-share environment.
We acquire properties from Landlords via our guaranteed rent scheme and keep our properties well maintained.
We are looking for a hardworking Virtual Assistant with excellent organisational skills who can join our growing team as an Office Manager.
You will be responsible for ensuring all our front and back end operations run smoothly.
This is a full time role.

Key Responsibilities:
Room Lets
• Use internet marketing to solicit new potential tenants for Jam Properties Group
• Create well-written accurate marketing adverts for our properties
• Organise viewing slots between potential tenants and Jam Room Lettings Negotiators (RLNs)
• Pre-screen potential tenants on the phone
• Send RLNs detailed viewing schedule and check in with them on the day of viewing
• Collect and check viewing reports from RLNs
• Follow up with all tenants who view property within 24 hours for feedback on RLNs and close deal where necessary
• Take new tenants through onboarding process – forms, referencing, contracts, deposits
Property Management
• Keep tenant and property information updated on Property Management Tool
• Keep up-to-date schedule plan for full occupancy
• Take new properties through check in process – set up bill accounts
• Answer phones 9-5pm (UK) for all tenant queries
• Manage tenant communications
• Create feedback forms and other progress reports
Maintenance
• Log Maintenance Issues
• Coordinate with maintenance man and tenants to have issues rectified within 1 week.
• Escalate where necessary
Book-Keeping
• Undertake book-keeping tasks - reconcile payments
• Analyse bills payments and usage – search for cheaper suppliers
KPIs
1. Ensure empty rooms are filled within 1 week
2. Ensure at least 3 viewers per viewing block
3. Process accurate onboarding paperwork within 24 hours
4. Carry out referencing within 48 hours
5. Gain 85% satisfaction from quarterly bi-annual tenant survey
6. Contact late payers within 48 hours
7. Log and ensure maintenance is complete within 10 days
8. Complete Daily Progress Reports highlighting concerns