Department: Vertus ______________ Company: Vertus Residential Management Limited ______________ Reporting to: Associate - Leasing JOB SUMMARY Vertus are looking to recruit a Renewals Administrator to join our Leasing Team. Reporting directly to the Associate - Leasing, you will manage all renewals that fall due within the Vertus Portfolio, negotiating tenancy terms, rent increases and maximising occupancy where possible. In addition this person should ensure that residents (tenants) have the best rental experience and consistently deliver the highest levels of customer service, becoming a Vertus brand ambassador. Annual Salary: £30,000 Closing Date: 20th February 2025 MAIN RESPONSIBILITIES Drawing up and sending out renewal documentation in line with legislative requirements and Vertus SOPs. Conducting Right to Rent checks and follow ups and saving to internal systems in line with legislative guidelines. Recording all actions and conversations on our internal database. Issuing and chasing all renewal documentation in a timely manner. Inputting renewal and termination data on TDS (Tenancy Deposit Scheme) website. Confirming end of tenancy details with Building Management, Property Management, Finance, and Leasing as well as the Tenants. Administering change of occupancy and deed of surrenders. Drafting section notices (where applicable). Upholding department service standards. Dealing with queries from the Finance team (Accounts Department). Chasing renewal rental arrears. Producing monthly or ad-hoc renewals reports detailing accurate statistics. Consistent review of RPIs and comparables/market research. Updating internal systems with all tenancy changes such as rent increases and updating the Finance department. Negotiating tenancy renewals or rent increases by liaising with the renewal negotiator and the tenants three months prior to tenancy expiry date. Conducting a daily follow up of all outstanding negotiations. CRM/ PMS data updates on a daily/weekly basis. Conducting weekly and monthly audits when required. Completing weekly vacant unit checks / pre move in checks. Meeting weekly KPIs set by Leasing Manager. To carry out other reasonable duties as instructed. PERSON SPECIFICATION An honest and trustworthy individual with an exemplary track record The incumbent must have an appreciation of the importance of customer service and how this is applied in the context of Canary Wharf Excellent communication and customer service skills Lettings experience desirable Good attention to detail Ability to work to deadlines Ability to work flexibly and a good team player Strong negotiating skills Target driven and motivated A positive ‘can do’ approach Self Motivated individual Strong administrative and organizational skills Ability to work under pressure and prioritize Strong IT skills – Microsoft Office, Excel and Outlook HEALTH SAFETY AND WELFARE RESPONSIBILITIES All staff are required to fulfil their legal duty to take reasonable care for the health and safety of themselves and others who may be affected by their acts and omissions, and to follow all guidance and instructions given in this respect. Further details regarding Health & Safety responsibilities are set out in the Health & Safety Policy in the Administrative Rules and Procedures, and the Health, Safety & Welfare Manual. ENVIRONMENTAL, SOCIAL & GOVERNANCE (ESG) RESPONSIBILITIES Recognising the centrality of ESG principles within our organisation, we have developed a comprehensive ESG Strategy. It is imperative that all staff members understand and adopt this strategy into their respective roles. This includes adhering to environmental regulations, minimising waste, supporting nature within our urban environment, and facilitating positive change for those in need within our community and utilising our volunteering. QUALITY MANAGEMENT RESPONSIBILITIES In line with the latest ISO 9001 requirements and our dedication to quality management, all staff are mandated to comply with system requirements as detailed within the Company Quality Manual & Policies. Additionally, it's vital to ensure the effective implementation of all Procedures, Plans, and Forms within our Electronic Document Management Systems (EDMS) to meet the ISO 9001: Quality Management Standard. COMPANY VALUES Commit to Excellence Act with integrity and deliver high performance Put our customers at the heart of what we do Resolve issues by providing high quality solutions Foster Collaboration Find opportunities to collaborate with others across the business to achieve shared goals Encourage inclusive networks and treat others with respect and fairness Use knowledge to work effectively with suppliers / contractors to meet shared goals Encourage Engagement Confident in making decisions appropriate to the role Learn from mistakes and listen to constructive feedback to improve performance Prioritise safety and actively support community, wellbeing and sustainability programmes Take Ownership Take pride in delivering high quality service which exceeds expectations Committed to opportunities for self-development Take responsibility for my own performance and look for ways to improve Embrace Innovation Embrace change and innovation Proactively suggest ways to improve our business and encourage others to share ideas See new challenges as opportunities to deliver effective change WHAT WE OFFER Diversity and Inclusion We recognise the importance of embracing diverse experience, skills and perspectives at all levels and operating in an inclusive working environment, in order for everyone to reach their full potential. We also recognise that it makes business sense, since being an inclusive employer leads to better business performance and higher levels of employee engagement and satisfaction. We welcome applicants with diverse backgrounds, perspectives and skills and are committed to fostering a culture whereby everyone can reach their full potential. Flexible Working As an inclusive employer, we recognise the positive impact flexible working can have on an individual, their wellbeing, engagement and productivity. Therefore, we are open to consider flexible working arrangements, both temporary or permanent. Learning and Development At Canary Wharf Group, our employees receive a wide range of support to help improve their skills and achieve their career goals. We offer development opportunities through classroom and e-learning training, mentoring, cross department experience and on the job learning. We heavily invest in our staff attaining accreditations to develop existing and new skills, support chartered status, sponsorships and provide further educational opportunities which are job and business related. We never stand still and continually invest in developing skills and knowledge to ensure individual and company growth. Other Benefits We are committed to building a safe, happy and healthy community for our employees and we offer a comprehensive range of benefits, all designed with our employees and their wellbeing in mind. From generous pension and insurance plans, to health benefits, subsidised gym membership, store discounts and family leave, our benefits package allows our employees to choose the benefits that suit them and their individual needs. If you are interested in joining our highly professional and skilled team for our next exciting phase of development, please complete the form on this page to apply online. Early applications are encouraged as we reserve the right to appoint at any point.