Guardian Sales Executive

Job Reference


Job Type


Job Hours

Full time

Duration of Employment

Closing Date


Job Location


Job Postcode

Salary Benefits

Role Purpose

Efficient recruiting of new guardians, responsible for guardian management, Guardian placement and retention after decommissioning. Set up of Direct debits, debt collection, property advertising

Key Accountabilities & Activities

  • This is the ideal role for someone who thrives within a fast-paced environment and has the ability to manage multiple work streams with an in-depth knowledge and experience of Guardian recruitment, experience and knowledge of the law, relating to both property compliance and guardian rights of occupation
  • Will need excellent verbal and written communication skills, with the ability to input into CRM systems such as fixflo and PEX
  • Qualify guardians leads on the CRM system, Currently HubSpot
  • Advertise Guardians spaces through SpearRoom and VPS Website
  • Visit properties and take pictures for advertising on the Website
  • Upload properties on the Website and write up the property descriptions.
  • Actively generate leads through inventive marketing strategies
  • Conduct interviews with potential guardians, ensure that all guardians go through the pre screening checks
  • Manage the Guardians welfare and effectively deal with any guardian license agreement breaches
  • Filter maintenance requests and book jobs on Fixflo if required
  • Carry out credit control and DD set ups
  • Take payments if required through World pay portals
  • Provide access visits, per and post completion walk throughs
  • Provide Guardian related administrative tasks

Experience and Personal Attributes

  • Visit all assigned properties to ensure that they are of a required standard.
  • Take photos to upload to the website and Web portals with the view to starting the marketing campaign to sell the guardian space
  • Maintain a contact list of all incoming guardian responses and arrange marketing campaigns emails to potential guardians
  • Conduct Guardian interviews, obtain all the necessary pre-screening right to rent checks and required documents
  • Ensure that future guardians have the right character and job security to be a guardian
  • Maintain all the social media platforms and WhatsApp groups
  • Keep the number of spaces to under 5% of availability. Actively market the spaces in inventive ways
  • Arrange videos of properties for viewing purposes to mitigate wasted time visiting a property but, also arrange visited viewings in such a way as to minimize the time at a property. Actively use head guardians to assist with viewings
  • Upload to the system the Guardian details and set up Direct Debits, carry out an onboarding talks with the new guardian taking them through the handbook and guardian license. Emphasis should be placed on guardian behavior and expectations
  • Debt collection, take ownership of collecting debt, quickly escalating non paid guardian license fees to warning letters and evections
  • Assist as part of role progression, some aspects of property management as directed by your line manager. This will include duties such as client accounts, some aspects of property maintenance, for example lock changes, turning off heating, screwing in a door hinge that is coming away as examples
  • Client access and visits. Manage required external agents if any or inspectors to assist where possible
  • Administrative task as directed by the project manager, assisting with property set ups
  • Property sign off under the supervisor of the project manager
  • Assisting with decommissioned properties by sending notice letters to the guardians
  • On handback, ensuring that the guardians understand that photos must be taken of the vacant room and that’s keys are handed back before a deposit is returned
  • Managing the deposit return process from start to finish
  • Hand the property back to the client

Key Outputs/Metrics or Other important things

  • Proven experience of working in a sales environment and exceeding set targets
  • Understanding and experience of the recruitment process
  • Full driving Licence required
  • Excellent communication skills are essential both orally and written
  • Able to communicate at all levels both face to face and over the telephone.
  • An understanding of interviewing and recruitment process and procedures
  • Flexible attitude to work, ability to Manage your workload and anticipate the needs of the business by adapting to the fast-changing workflow
  • Strong service ethos with the ability to keep a level head under pressure to meet deadlines
  • Good problem solving skills and able to use your own initiative
  • Ability to conduct professionally within meetings
  • Ability to present self in a professional manner when dealing with the customers and clients of the business.
  • Resilient under pressure
  • Obsessive attention to detail and excellent fluency in Excel, outlook, word, fixflo, PEX
  • An energetic and entrepreneurial individual with a demonstrable passion for guardian management with good people skills
  • Taking decision at times when line managers are not to hand and taking responsibility for the outcome
  • Be able to manage a portfolio of at least 100 units or more that accommodate 200 or more guardians
  • Knowledge of the UK residential letting market laws, focusing on how Guardian Licence agreements work, property management, relevant legislation and compliance knowledge.
  • Ability to recognise a difficult guardian, following through with warning letters and the evection process
  • Comfortable working in a semi-autonomous and reasonably self-sufficient capacity, but also be a strong team player
  • Highly organized with an excellent time management ability
  • Obsessive attention to detail and excellent fluency in Excel, outlook, word, fixflo, PEX
  • Reflect the VPS values throughout all dealings