SUMMARY:
The Pre-Sales Administrator is responsible for managing the end-to-end leasehold pre-sale enquiry process across the residential portfolio.
POSITION INFO:
Pre-Sales Administrator (Block Management)
Play a key role in delivering a seamless leasehold pre-sale service by managing LPE enquiries, coordinating with solicitors, and ensuring accurate, compliant documentation across a growing residential property portfolio.
Location: Remote (South Africa) | Working Arrangement: Remote | Working Hours: Monday to Friday (UK Working Hours) | Salary: R30,000 – R37,000 per month
ABOUT OUR CLIENT
Our client is an emerging Block and Estate Management business specialising in the management of residential leasehold and freehold portfolios. The business is focused on delivering high-quality property management through operational excellence, compliance, customer service, and technology-driven processes.
Backed by an established residential property investor with experience building large-scale institutional platforms in the UK, the business has a secure pipeline of 15,000 units with plans for significant growth through strategic acquisitions, service innovation, and organic expansion. The business maintains a resident-first approach, ensuring high standards of property management and governance.
THE ROLE: PRE-SALES ADMINISTRATOR (BLOCK MANAGEMENT)
The Pre-Sales Administrator is responsible for managing the end-to-end leasehold pre-sale enquiry process across the residential portfolio. Acting as the primary point of contact for solicitors and conveyancers, the role is responsible for preparing LPE1 and LPE2 forms, producing pre-sale information packs, coordinating information with internal stakeholders, managing billing, and ensuring all enquiries are completed accurately, compliantly, and within agreed service levels.
KEY RESPONSIBILITIES
- Compile and issue LPE1 (Leasehold Property Enquiry) forms, sourcing all required information including service charge accounts, ground rent details, buildings insurance, planned works, disputes, and notices.
- Prepare and issue LPE2 (Management Company Enquiry) forms where applicable, including residents'' management company information, directors, and share or membership certificates.
- Prepare comprehensive pre-sale information packs including service charge accounts, buildings insurance schedules, ground rent demands, lease summaries, reserve or sinking fund balances, arrears information, and relevant notices.
- Ensure all pre-sale pack contents remain accurate, current, and consistent with RICS and industry standards.
- Act as the primary point of contact for solicitors and conveyancers throughout the pre-sale process.
- Respond promptly and professionally to Additional Enquiries (AEs) raised by buyers'' solicitors.
- Chase and escalate outstanding information from internal teams and third parties to meet agreed service levels.
- Maintain accurate written records of communications, enquiry responses, and pack issuances.
- Keep solicitors and sellers informed of pack progress and expected completion dates.
- Work closely with Property Managers to obtain service charge budgets, estimates, and actual accounts.
- Escalate and obtain approval for sensitive disclosures, including pending major works, litigation, and insurance claims before issuing packs.
- Identify and report discrepancies or risks within leasehold information to the relevant Property Manager.
- Attend team meetings to review workloads, turnaround times, and process improvements.
- Raise invoices for pre-sale packs, LPE forms, and additional enquiry responses in line with the published fee schedule.
- Record and bill time spent on complex or extended enquiries in accordance with company policy and lease requirements.
- Track outstanding invoices and liaise with the Accounts team to ensure timely payment before or upon completion.
- Maintain accurate records of all instructions, packs issued, fees raised, and completed transactions.
- Advise solicitors of applicable fees and obtain payment or undertakings where required.
- Maintain an organised and up-to-date pre-sales tracker and database for all live instructions.
- Ensure compliance with the Landlord and Tenant Act 1985, Commonhold and Leasehold Reform Act 2002, Building Safety Act 2022, and GDPR requirements.
- Support the wider Block Management team with general administrative duties as required.
ABOUT YOU
- Previous experience in a block management, leasehold, or property administration role.
- Experience with block management software, with Qube being essential.
- Working knowledge of LPE1 and LPE2 forms.
- Strong understanding of the leasehold pre-sale process.
- Understanding of service charges, ground rent, and leasehold legislation in England and Wales.
- Strong written communication skills with experience liaising with solicitors and conveyancers.
- Excellent organisational and time management skills.
- Ability to manage a busy caseload and prioritise work under pressure.
- Proficient in Microsoft Office (Word, Excel, and Outlook).
- Knowledge of Section 20 consultation procedures. (Desirable)
- Familiarity with the Building Safety Act 2022 and its implications for pre-sale enquiries. (Desirable)
- Ability to present clearly to Property Managers and senior staff. (Desirable)
- Experience managing billing processes and raising invoices. (Desirable)
- TPI Affiliate membership or working towards membership. (Desirable)
WORKING HOURS
- Monday to Friday
- UK working hours
- Six-month probation period
REMUNERATION & BENEFITS
- R30,000 – R37,000 per month
- Non-discretionary bonus
