Tenancy Manager

JLL empowers you to shape a brighter way. Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

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 organisational capabilities.

• 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…