Junior Tenant & Collections Administrator

Duties

Tenant Contact & Relationship Administration

Act as a first point of administrative contact for tenants in respect of rental statements, payment reminders, proof of payment requests, basic lease queries and property administration matters. Maintain professional, courteous and consistent communication with tenants by email, telephone and other approved communication channels. Log tenant queries, requests and complaints and escalate matters requiring management, maintenance, finance or legal input to the appropriate person. Follow up on outstanding tenant information, signed documents, renewal confirmations and other administrative requirements. Maintain accurate tenant contact details and ensure all communication records are filed appropriately.

Rental Collections & Arrears Administration

Monitor rental payments received against monthly rental schedules and identify unpaid or short-paid accounts for follow-up. Send payment reminders, arrears notices and follow-up correspondence in line with approved internal processes and timelines. Contact tenants regarding overdue rentals and obtain payment commitments, supporting documentation or reasons for delayed payment. Update arrears tracking schedules daily or as required, including comments, follow-up dates, payment arrangements and escalation status. Escalate persistent arrears, broken payment arrangements or high-risk accounts to the Group Property Manager for further action. Assist with compiling supporting records for formal recovery processes, handovers or legal escalation where required.

Lease & Property Administration Support

Assist in maintaining the central lease register by updating tenant details, lease start and end dates, escalation dates, deposit information and renewal status. Track upcoming lease expiries, rental escalations and renewal dates and remind the Group Property Manager of required follow-up actions. File signed lease agreements, amendments, addenda, notices and tenant correspondence in the correct digital folders. Assist with preparing basic tenant schedules, occupancy lists and supporting information for monthly property reporting. Coordinate approved administrative follow-ups with third-party property managers where applicable.

Reporting & Recordkeeping

Prepare basic daily, weekly and monthly summaries of collections follow-ups, arrears status, tenant queries and outstanding administrative actions. Ensure that tenant records, arrears notes, payment confirmations and supporting documentation are accurate, complete and up to date. Assist Finance and the Group Property Manager with reconciliations by providing tenant payment information, proof of pa

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