Pre Tenancy and Compliance Administrator

Overview

The Pre-Tenancy and Compliance Coordinator is responsible for managing the administrative process of new tenancies and re-lets, ensuring that all compliance checks, documentation, and contracts are completed accurately and on time. You will also be responsible for carrying out day-to-day landlord, property and contractor compliance tasks across the lettings portfolio. This includes monitoring certification expiries, arranging renewals, chasing landlords and contractors, and maintaining accurate compliance records. The role supports the smooth onboarding of tenants, reducing void periods and protecting the business from compliance risk, whilst also ensuring that the company meets all statutory requirements, reducing risk exposure and protecting tenants, landlords, and the business. This includes coordination with landlords, tenants, contractors, and internal colleagues.

Responsibilities

• Maintain accurate compliance records and/or due diligence mitigation for Gas, EPC, EICR, Licensing & Smoke & CO Alarms
• Liaise with central Operations function to instruct internal License applications
• Chase landlords and contractors for renewals ahead of expiry
• Process and log AML and Right to Rent checks
• Ensure compliance data is entered correctly into CRM systems
• Escalate non-compliant cases to Central PM Manager
• Contribute to audit preparation and quality assurance processes
• Manage pre-tenancy checks, including AML and Right to Rent requirements
• Prepare and issue tenancy agreements and supporting documentation
• Ensure compliance with statutory requirements
• Coordinate with field Residential Lettings agents & Property Managers, landlords, tenants, and contractors to ensure readiness for move-in
• Maintain accurate records in our CRM system

Role Competencies

• Attention to Detail: Ensures accuracy in tenancy documents and in managing compliance data
• Organisational Skills: Ability to prioritise workload and manage deadlines, whilst managing multiple cases
• Communication: Clear, professional communication with landlords, contractors, and tenants
• Compliance Knowledge: Understanding of key statutory requirements
• IT Proficiency: Confident in using CRM and document management systems
• Customer Focus: Commitment to providing excellent service to landlords and tenants
• Teamwork: Collaborative approach, supporting Managers and colleagues

Core Competencies

• Works well with others to create a team spirit and an enjoyable working environment
• Delivers outstanding customer service by exceeding expectations
• Focuses on results to deliver business success
• Follows company standards and procedures
• Embraces responsibility and accountability
• Demonstrates professionalism, honesty and integrity
• Demonstrates a thirst for development

Qualifications & Requirements

• Legal entitlement to live and work in the UK (in accordance with the Immigration Asylum and Nationality Act 2006)
• Evidence of your right to work in the UK, in the form of Passport or Birth Certificate
• Proof of Address
• National Insurance
• We may conduct an interview via video call during the application process

Benefits

• £26,500 to £29,500 OTE per year
• Full-time working hours: 9am to 6pm (Monday to Friday). Saturdays as required in line with business needs, with time off in lieu
• 30 days annual leave (includes bank holidays)
• Comprehensive training and career progression opportunities
• Employee Assistance Programme (24/7 confidential helpline)
• Eye care
• Employee Referral Bonus
• Company Pension Scheme

Please note: If you are successful in your application for this role but voluntarily leave the role within the first 12 months of employment, you may be required to reimburse the company for the costs associated with your training programme.

Armed Forces Covenant: Spicerhaart is a forces-friendly company offering many Estate Agency roles to those considering leaving the forces.

Equal Opportunities: Spicerhaart is an equal opportunity employer; we welcome all talented individuals to apply and are committed to equal employment opportunity regardless of race, colour, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability or gender identity. If you have a disability or special need that requires accommodation, please let our Talent Acquisition Team know and we will assist to the best of our ability.

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