Inventory Clerk

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 Somerset 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.

Role covers Bristol, Swindon, Weston-super-mare and Taunton, as well as other various locations and additional travel in line with the needs and expectations of the business.

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.

The role works closely with:

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

• 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

• 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

• 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

• 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

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

• 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

• 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

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

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

• Plans diary effectively
• Maximises productivity

• Represents the business positively
• Builds trust with customers

• Clear written and verbal communication
• Professional and objective reporting

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

• 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

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

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.

If you are looking for an exciting career, where you feel part of something bigger, and where your excellent communication skills come into play every single day, then the world of property sales and lettings could be for you.

Please visit: https://www.haart.co.uk/about-us/armed-forces-covenant/ 

Equal Opportunities: At Spicerhaart, variety makes our Company DNA come to life. We love people, and what's more, we love the differences that make each person who they are, we support you and encourage those differences, to make you the best person you can be. Spicerhaart are proud to be an equal opportunity workplace and we welcome all talented individuals to apply for a career with us. We are committed to equal employment opportunity regardless of race, colour, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability or gender identity.If you have a disability or special need that requires accommodation, please let our Talent Team know and we will be happy to assist to the best of our ability – regardless of how small or large your requirement may be.To All Recruitment Agencies: Spicerhaart does not accept speculative agency CVs. Please do not forward CVs to the Talent Team, Spicerhaart employees or any other company location. Spicerhaart is not responsible for any fees related to unsolicited CVs received from external recruitment sources through our Preferred Suppliers List or otherwise.Privacy Policy: We process any information you provide in accordance with our Privacy Policy which is available on the Spicerhaart website