Lettings Manager

LETTINGS MANAGER
JOB DESCRIPTION

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PURPOSE

Reporting to the Finance Director, the Lettings Manager is responsible for supporting the
e(cid:431)ective letting and day-to-day management of PHQ’s rental portfolio at Portsmouth
Dockyard and Priddy’s Hard. The role focuses on supporting the letting process, ensuring
rental maintenance and repairs are carried out, and the e(cid:431)ective management and
administration of rents, service charges, insurance recharges and occupancy records. The
postholder will play a key role in maximising income while ensuring a positive, professional
experience for tenants.

DUTIES

Duties will include but are not limited to the following:

LETTINGS & TENANT LIAISON

1.

Assist the Finance Director in instructing letting agents, agreeing fee commissions,
assessing and approving potential tenants, in accordance with PHQ guidelines.

2.  Coordinate and facilitate property viewings for agents and prospective tenants,

including arranging access, providing relevant information and receiving feedback.

3.

4.

Act as a first point of contact for letting agents and potential occupiers, responding to
enquiries and supporting the progression of lettings.

Support tenant onboarding, including issuing information packs, ensuring required
security documentation is completed by lead tenant and all additional sta(cid:431)/
occupants and coordinating escorting requirements to facilitate movement of
equipment/furniture etc through the naval base access points.

5.  Maintain positive, professional relationships with current tenants, responding to
routine queries and maintenance/repair requests, escalating issues where
appropriate.

6.

7.

Assist the Finance Director in producing legal documentation where required, liaising
with solicitors in connection with lease transactions, interpretation and enforcement,
as needed.

Assist the Finance Director in drawing up and issuing Charities Act compliant licenses
and short-term tenancy agreements.

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8.  Work with the finance team on rating issues and appeals and making applications for

discretionary charitable rates relief.

9.

Receive maintenance and operational questions and requests from tenants, and liaise
with the Maintenance Programme Manager, cleaners etc. for resolution.

10.  Contribute to the identification and planning of annual and long-term maintenance

requirements for the Dockyard and Priddy’s Hard.

11.  Communicate major announcements to tenants, e.g. involving potential and actual

access restrictions, site or service disruption.

12.  Support rental terminations, liaising with tenants, agents and internal teams.  Arrange
access for inspections and viewings and assist with dilapidations and handover
arrangements.

13.  Support compliance with leasehold obligations at Admiralty Quarter and Priddy’s

hard, liaise with management companies and neighbours and collect ground rents.

14.  Maintain accurate and up-to-date property and tenancy records within the property

management system.

15.  Support lease administration, including tracking key dates (rent review, renewals,

break clauses).

16.  Prepare correspondence and reports related to lettings and occupancy.

ADMINISTRATION OF RENTAL AND ASSOCIATED CHARGES

13.  Assist the Finance Director in setting levels of asking rent and other costs (service

charge, insurance, utilities) for all properties including those not let under lease.

14.  Assist with the administration of rent, service charges, insurance recharges and

utilities, working with the Finance team.

15.  Work with the finance team to manage rent negotiations, collection, compliance,

renewals, rent reviews, dilapidations and terminations.

16.  Ensure accuracy of service charging, insurance, utilities and rent collection

administration and billing.  Provide an escalation point for debtor issues and tenant
queries.

17.  Liaise with insurance brokers to allocate the premium between buildings/areas to

assist with accurate internal accounting and occupier recharges.

HEALTH & SAFETY

17.  Advise on matters relating to the health and safety responsibilities of landlords and

tenants.

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18.  Actively promote and support a positive and pro-active health and safety culture

across PHQ.

19.  Comply with the Health & Safety Policy and any health and safety instructions relating

to the role or working environment.

20.  Take reasonable care of own health and safety and that of others (e.g. colleagues

working for or on behalf of the Trust, students, tenants, customers, visiting members
of the public), by observing safety rules and reporting health and safety risks and
hazards.

DATA PROTECTION

21.  The post holder must comply with PHQ’s current Data Protection & Information

Security Policy and Privacy Notices when processing personal data in the course of
employment, including personal data relating to any employee, tenant, contractor,
supplier or member of the public.

EQUALITY

22.  The post holder is required to work within the Equality & Diversity Policy (and all other

PHQ policies) and to take account of equality considerations within the remit of the
role.

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