Inventory Clerk

Overview

As a Property Management Externals Associate at haart Estate Agents, you'll be out in the field carrying out inspections, inventories and tenancy appointments across Coventry and Northampton that help keep homes safe, compliant and well managed. Working independently while supported by an experienced team, you'll make a real difference to landlords, tenants and the wider business every day. If you're organised, observant and enjoy a role where no two days are the same, we'd love to hear from you.

Ref: Indtpm

Benefits

• £28500 OTE per annum
• Full-time working hours: 8:30am to 6pm weekdays, and 9am to 5pm every one-in-four Saturdays (additional Saturdays as and when required in line with the needs and expectations of the business)
• Company Car
• 30 days annual leave (includes bank holidays*)
• Enrolment at the Spicerhaart Learning & Development Centre
• Continued training as you grow and develop within your role
• Career progression opportunities
• Employee Assistance Programme (24/7 access to our confidential helpline)
• Eye care
• Employee Referral Bonus
• Company Pension Scheme

Location:

Role covers Coventry and Northampton, as well as other various locations and additional travel in line with the needs and expectations of the business.

The Purpose of the Role

The Property Management Externals Associate (PMEA) is responsible for delivering all external property management services across the tenancy lifecycle, including property visits, inventories, check-ins, check-outs, ad-hoc external inspections.

The role plays a critical part in:

• Protecting landlord assets
• Supporting compliance and risk mitigation
• Enabling efficient tenancy lifecycle management
• Driving additional revenue through chargeable external services

The Externals Associate acts as the eyes and ears of the Property Management function in the field, ensuring accurate reporting, professional representation of the business, and timely escalation of risks or maintenance issues.

Key Working Relationships:

The role works closely with:

• Property Management teams
• Compliance team
• Lettings Branch teams
• Contractors
• Inventory & Visit teams
• Landlords
• Tenants

Core Responsibilities

Property Visits:

• Conduct routine property visits in line with company policy and compliance requirements
• Complete detailed, accurate visit reports using company systems
• Identify and report:
• Maintenance issues
• Compliance risks
• Damage or misuse
• Health & safety concerns
• Tenancy breaches
• Upload photographic evidence and professional commentary
• Ensure all visit targets are achieved in line with portfolio expectations

Inventories and Check-Ins:

• Complete professional, detailed inventories prior to tenancy start
• Conduct check-in appointments with tenants
• Clearly document property condition
• Ensure compliance with deposit protection requirements
• Upload reports promptly to enable tenancy commencement

Check-Outs and Deposit Support:

• Conduct check-out inspections at tenancy end
• Produce accurate, evidence-based check-out reports
• Identify fair wear and tear vs. tenant damage
• Support Property Managers with deposit negotiation evidence

Reporting and Issue Escalation:

• Escalate urgent or high-risk issues immediately
• Liaise with internal Property Managers regarding findings and raise repairs to Property Managers promptly
• Ensure all information is recorded accurately

Customer Service:

• Provide professional, courteous service to tenant and landlords
• Representing the company brand positively at all times.
• Managing appointments efficiently
• Communicating clearly and professionally

Performance Expectations and KPIs:

• Support delivery of chargeable services and contribute to achievement of external services income targets
• Deliver set average number of appointments per day
• Deliver expected service and quality through turnaround times and accuracy and completeness of reports

Core Technical Competencies:

• Property inspection expertise
• Understanding of tenancy lifecycle
• Knowledge of property condition reporting
• Basic understanding of lettings legislation and compliance
• Ability to identify risk and maintenance issues

Core Behavioural Competencies

Accountability:

• Takes ownership of appointments and reporting
• Identifies risks others may miss

Attention to Detail:

• Produces accurate and thorough reports
• Identifies risks that others may miss

Organisation and Efficiency:

• Plans diary effectively
• Maximises productivity

Professionalism:

• Represents the business positively
• Builds trust with customers

Communication:

• Clear written and verbal communication
• Professional and objective reporting

Commercial Awareness

• Understands importance of revenue-generating services
• Supports business performance

Experience and Qualifications

Essential:

• A valid Full UK Driving Licence for a manual car. We cannot accept automatic-only licences at this time.
• Experience in property, lettings, inventory or inspections OR transferable field-based experience
• Strong organisational skills
• Comfortable working independently

Desirable:

• Inventory experience
• Property management experience
• ARLA Propertymark qualification [or willingness to work towards]

The Finer Details

To be eligible to proceed in our recruitment process, you will need:

• Full UK Driving Licence
• Legal entitlement to live and work in the UK(in accordance with the Immigration Asylum and Nationality Act 2006)
• We’ll need evidence of your right to work in the UK, in the form of:Passport/Birth Certificate

We will also need

• Proof of Address
• National Insurance
• Drivers Licence Check

At some point(s) in your application process, you may be required to interview via video call.

Our Employee Assistance Programme offers up to six sessions of support and guidance, via telephone.

Company financial commitments to annual eye tests, and glasses, are subject to the terms stated in the company Eye Test Policy.

Employee referrals are subject to the terms stated in our Employee Referral Scheme.

30 days' annual leave includes bank holidays - day in lieu if you happen to work the bank holiday (22 days plus bank holidays, equalling 30 days total on average)

Hotel stay whilst training in Colchester is dependent on your travel distance to our Head Office location.

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.

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