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Add PropertyA day in the life of PROPRT360 Inventory Clerk
In the bustling world of property rentals, inventory clerks play a pivotal role. Our meticulous professionals are the unsung heroes, ensuring that the condition of properties are accurately recorded for new tenants and landlords to ensure both tenant deposits and landlord properties are protected. Let’s take a closer look at a typical day in the life of an inventory clerk at PROPRT350; responsible for producing our inventory reports, interim inspections and checkout reports for properties to let.
Morning: Preparing for the Day
The day begins early for our inventory clerks. With a cup of coffee in hand, they review their schedule and prioritise their inspections. Each property has its unique set of challenges, and being well-prepared is key to a successful day. Our inventory clerk gathers all necessary tools and documents, including checklists, a camera, and a tablet or notepad for taking detailed notes. A Dictaphone is our preferred tool as it allows a natural speaking record of what the inventory clerk sees along with its condition as they move through each room. We find when transcribed, this method ensures the most comprehensive record is created of each property.
Example of a flooring description
| Entry/Item | Description |
|---|---|
| Brown mottled twist-pile carpet. | Clean. Below average condition. Generally tired and grubby appearance, with scattered faint brown marks/stains in numerous places throughout. Ingrained black spot marks at the top of stairs and in front of the smallest window. |
Mid-Morning: First Property Inspection
The first inspection of the day is usually scheduled for mid-morning. Upon arrival at the property, the inventory clerk conducts a thorough walkthrough, meticulously documenting the condition of each room. From noting the state of walls and flooring to checking for any damages or wear and tear, no detail is too small. Date and time-stamped photos are taken to provide a visual record, and any issues are clearly noted.
Example of a furniture description
| Entry/Item | Description |
|---|---|
| White mdf desk with three drawers, D-style handles. | Clean. Average condition overall. General wear and minor marks across the top surface. Two faint stains on left side. |
Late Morning: Tenant Handover
After the initial inspection, the inventory clerk often meets with tenants who are either moving in or out. For move-ins, the clerk goes through the inventory report with the new tenants, ensuring they understand the property’s condition and noting any discrepancies. This process helps to avoid disputes later on. For move-outs, the clerk compares the current state of the property with the initial inventory report, highlighting any changes or damages.
Example of a wall description
| Entry/Item | Description |
|---|---|
| Magnolia emulsion over plaster. | Clean. Below average condition. Hairline cracking in places. Under-paint indentations in places, uneven in places. Small dent (surface not broken) right of the window sill. Numerous small pin holes along the radiator wall. Blue/white tack-type residue marks and associated surface damages across two walls. |
Lunch Break: Recharging for the Afternoon
A well-deserved lunch break provides a moment of respite. It’s a time to recharge, review notes, and perhaps catch up on any urgent emails or administrative tasks. Calling back agents or landlords for last minute additions and changes is also a common requirement. Inventory clerks often work on the go, so finding a quiet spot to eat and prepare for the afternoon’s inspections is essential.
Example of a wall fixing description
| Entry/Item | Description |
|---|---|
| White melamine board attached to the side of the bed area. | Clean. Good condition overall. Secure. Rough sawn down right-edge. |
Early Afternoon: Follow-Up Inspections
The afternoon is typically reserved for follow-up inspections and revisits. Properties that required further attention or had outstanding issues are revisited to ensure everything has been addressed. The inventory clerk collaborates with landlords, letting agents, and maintenance teams to resolve any problems swiftly.
Example of an appliance description
| Entry/Item | Description |
|---|---|
| INDESIT LD70N1W white-fronted fridge/freezer. Fridge has two glass shelves, two plastic salad trays and three plastic door shelves. Freezer has three plastic drawers. | Clean. Good condition. All shelves and drawers are in-tact and present. Untested. |
Late Afternoon: Report Compilation
Back at the office, our voice recordings and photographs are downloaded and our admin team begin creating our comprehensive reports from the day’s inspections. These reports include photographs, detailed descriptions, and any necessary recommendations for repairs or maintenance depending on the type of report. Accuracy is crucial, as these documents serve as official records for both landlords and tenants. For checkout reports, we also detail recommended costs for damages and cleaning to help agents and landlords manage the deposit return as swiftly as possible.
Example of a detector description
| Entry/Item | Description |
|---|---|
| Ceiling-mounted smoke detector. | Clean. Good condition. Tested and working. |
Evening: Wrapping Up the Day
As the day comes to a close, the inventory clerk reviews the day’s reports and signs-off each document as accurate. Completing any outstanding reports and updating schedules ensures a smooth transition into the next day’s activities. It’s a moment to reflect on the day’s achievements and challenges, knowing that their efforts contribute significantly to the property rental process.
Example of a wash basin description
| Entry/Item | Description |
|---|---|
| White ceramic wash basin with a stainless steel lever-style mixer tap. White glossy fronted vanity cupboard beneath with three doors and two drawers fitted with chrome pull handles. | Clean. Good condition. Taps checked and working order. Plug hole checked and draining. Plug present. |
Additional Services
Thanks to the years of training and experience our clerks have, they have adapted and developed additional skills allowing us to offer additional services that can be completed whilst at the property, these include:
Conclusion
The role of an inventory clerk is demanding yet rewarding. Their attention to detail and dedication to maintaining high standards in property inspections ensure a seamless experience for landlords and tenants alike. By capturing the true essence of a property’s condition, they play a vital role in the ever-evolving rental market.
