Leasehold Property Administrator

Role Overview

The Leasehold Property Administrator will provide administrative and technical support in the management of leasehold properties and residential developments. The role will involve dealing with leasehold sales and purchases, LPE1 forms, management enquiries, lease interpretation, solicitors' enquiries and company secretarial matters relating to Residents' Management Companies (RMCs).

The role would suit someone with strong administrative and organisational skills, an interest in property and leasehold management, and ideally some experience of working within a solicitor's office, legal environment, conveyancing, property management or company administration.

Key Responsibilities

Leasehold Sales & Enquiries

• Deal with enquiries arising from the sale, purchase and remortgage of leasehold properties.
• Complete and coordinate LPE1 forms, management packs and leasehold information requests.
• Respond to enquiries from solicitors, conveyancers, estate agents, leaseholders and purchasers.
• Provide information relating to service charges, insurance, planned works, arrears and management arrangements.
• Review and interpret lease provisions where required and escalate more complex legal matters where appropriate.
• Maintain accurate records of property sales and changes of ownership.
• Liaise with solicitors and other professional representatives to ensure enquiries are dealt with promptly.

Leasehold Administration

• Maintain accurate leaseholder and property records.
• Review leases and identify relevant clauses relating to service charges, repairs, insurance, restrictions and other management responsibilities.
• Assist with the administration of service charge accounts and property information.
• Deal with general leaseholder correspondence and enquiries.
• Maintain records of notices, consents, assignments and other leasehold documentation.
• Assist the property management team with general administrative and compliance matters.

Company Secretarial / RMC Administration

• Provide company secretarial support to Residents' Management Companies.
• Maintain company records, registers and director/member information.
• Assist with the preparation and circulation of AGM and directors' meeting documentation.
• Prepare agendas, minutes and resolutions where required.
• Assist with Companies House filings and statutory company administration.
• Maintain records of changes to directors and company officers.
• Liaise with directors, shareholders/members and professional advisers.

General Administration

• Maintain electronic and paper filing systems.
• Ensure correspondence and documentation are recorded accurately.
• Monitor outstanding enquiries and ensure they are progressed within appropriate timescales.
• Liaise with colleagues, contractors, solicitors, accountants, insurers and other professional advisers.
• Assist with preparation of reports, schedules and property information.
• Support the wider property management team as required.

Experience & Qualifications

Essential:

• Previous experience in an administrative role.
• Excellent attention to detail and organisational skills.
• Good written and verbal communication skills.
• Ability to manage multiple enquiries and competing deadlines.
• Good IT skills and confidence using Microsoft Office.
• Ability to handle confidential and commercially sensitive information.
• Professional and confident when communicating with solicitors, leaseholders and other professionals.

Desirable:

• Experience within property management, leasehold administration or residential property.
• Experience dealing with LPE1 forms and conveyancing enquiries.
• Knowledge of residential leases and service charges.
• Experience of working with Residents' Management Companies (RMCs).
• Previous legal, conveyancing or solicitor's office experience.
• Company secretarial experience.
• Familiarity with Companies House procedures and statutory company requirements.

Legal / Property Background

A background working within a solicitor's office, conveyancing department, legal practice or other property-related legal environment would be particularly advantageous. An understanding of legal terminology, leases, conveyancing processes and the relationship between freeholders, leaseholders and management companies would be beneficial.

Formal legal qualifications are not essential, but the ability to read, understand and accurately interpret lease provisions is important. Training can be provided on the specific requirements of leasehold management and the company's procedures.

Personal Attributes

The successful candidate should be:

• Highly organised and methodical
• Accurate and detail-focused
• Confident dealing with professional correspondence
• Comfortable communicating with solicitors and other legal professionals
• Able to work independently and use initiative
• Professional and commercially aware
• Able to prioritise and manage deadlines
• Discreet when handling confidential information
• Willing to develop knowledge of leasehold and property legislation

Possible Progression

This role could provide a pathway into a Senior Leasehold Administrator, Leasehold Property Manager, Block Manager or Property Management Executive position as the individual's knowledge and experience develops.

Pay: £25,420.00-£35,000.00 per year

Benefits:

• Additional leave
• Profit sharing
• Sick pay

Work Location: In person