Tenancy Manager

JLL supports the Whole You, personally and professionally.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

Tenancy Manager

Position Overview

We are seeking a detail-oriented and organised Tenancy Manager to oversee the comprehensive administration of our lettings process from instruction to completion. This role is essential for ensuring smooth operations, regulatory compliance, and exceptional service delivery throughout the entire tenancy lifecycle. The position requires someone who thrives in a fast-paced environment while maintaining meticulous attention to detail and strong organizational capabilities.

Key Responsibilities

Property Instruction Management

Input new instructions into Radar, our CRM system, ensuring complete documentation including photos, floor plans, virtual tours, property descriptions, and current EPCs.

Create and amend property descriptions to maximise marketing appeal and accuracy.

Obtain Anti-Money Laundering (AML) documentation for new and existing landlord instructions, ensuring compliance refreshes are completed as required.

Secure land registry documentation/proof of ownership for new instructions.

Issue Terms & Conditions for landlord signature and follow up completion.

Marketing & Property Presentation

Instruct professional photographers for new properties and refreshed marketing campaigns.

Order and install weekly window cards for branch display.

Maintain current listings on Rightmove, Zoopla, and Lonres platforms with weekly updates.

Complete Add Intel reporting on a weekly basis to showcase new instructions and lets agreed.

Tenant Processing & Compliance

Issue Thirdfort requests to prospective tenants and review completed checks thoroughly.

Coordinate with negotiators to obtain any missing or additional documentation required.

Obtain appropriate sign-offs for tenants subject to sanctions, PEPs, or other compliance requirements.

Track and manage reference processes, move-in meetings, tenancy agreement signing, and right-to-rent documentation for each transaction.

Deal Administration & Documentation

Review each new deal individually to ensure tenant and landlord compliance standards are met.

Verify signed terms, offer confirmations, holding deposit forms, and reference documentation are complete and filed correctly.

Audit landlord fees and contract clauses for accuracy and compliance.

Issue comprehensive deal paperwork to landlords including confirmation letters, waivers, reference approval letters, invoices, and tenancy agreements.

Follow specific non-standard processes for multiple landlord properties within corporate holdings, ensuring each protocol is correctly implemented.

Process ‘change of sharers’ and change of landlord requests as required.

Track and implement mid-term rent increases, updating Radar system and notifying accounts, landlords, and tenants accordingly

Compliance & Safety Management

Review and obtain compliance documentation (EPC, EICR, Gas Safety Certificates) for each transaction.

Coordinate with landlords to secure missing certificates or schedule required inspections prior to the move-in.

Instruct work orders for check-ins, PAT testing, electrical inspections, gas safety checks, and any remedial works identified.

Apply for relevant licensing for non-managed or newly managed properties where applicable.

Essential Requirements

Experience & Track Record

Entry-level position with minimal experience required - comprehensive training will be provided to the right candidate.

Candidates with some work experience or those looking to transition into property administration are encouraged to apply.

Any previous experience in administration, customer service, or process-driven environments would be advantageous.

Demonstrated ability to learn new systems and processes quickly through academic, personal, or professional examples.

Experience working with regulatory compliance requirements and documentation processes would be advantageous but not essential.

Skills & Competencies

Proficiency in property management systems and Microsoft Office Suite.

Exceptional attention to detail with ability to maintain accuracy under pressure.

Strong organisational and time management abilities to handle multiple priorities simultaneously.

Excellent written and verbal communication skills for effective stakeholder coordination.

Solid understanding of lettings processes, compliance requirements, and regulatory frameworks.

Analytical abilities to review complex documentation and identify discrepancies or missing elements.

Personal Attributes

Methodical approach with strong process-oriented mindset.

Proactive problem-solver with initiative to anticipate and address potential issues.

Professional demeanour with ability to build effective working relationships across departments.

Resilient and adaptable in a high-volume, fast-paced environment.

Strong work ethic with commitment to delivering exceptional service standards.

Detail-focused with natural inclination toward accuracy and completeness.

This role offers an excellent opportunity for an organized professional to play a pivotal part in our lettings operations while developing comprehensive knowledge of property management processes and regulatory compliance within a dynamic, market-leading organisation.

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.

About JLL –

We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.