Lettings administrator/coordinator in London

Lettings Co-ordinator – Lettings & Property Management

Our client is a forward-thinking and progressive independent Estate Agency with a fantastic industry reputation. They are committed to developing their people and offer individual training plans to support career progression and professional development.

With an extensive trophy cabinet, including Gold Winner for London Estate Agency of the Year, and an unrivalled culture in which staff are encouraged to thrive, they pride themselves on being amongst the best in the industry.

As a leading independent Estate Agency, they are currently looking for an experienced and highly organised Lettings Co-ordinator to join their busy Lettings and Property Management Department.

This is an excellent opportunity for an individual who enjoys a varied role combining lettings coordination, property management, customer service and administration. The successful candidate will be efficient, organised, able to work to tight deadlines and have an excellent eye for detail.

What They Are Looking For

• A progressive and positive attitude in all situations
• A solutions- and results-focused approach
• Flexible and adaptable approach to changing priorities
• Dependable team player with a strong work ethic
• Commitment to personal and professional development
• Ability to deliver excellent customer service in line with the company charter
• Strong time management skills, with the ability to prioritise and manage multiple tasks
• Excellent written and verbal communication skills
• Ability to work independently and as part of a team
• Ability to identify and resolve problems within own level of authority
• Ability to meet deadlines and consistently follow company processes
• Commitment to keeping up to date with industry legislation and regulatory requirements
• Ability to use Alto CRM effectively and productively
• Excellent attention to detail
• Strong administrative and organisational skills

Key Responsibilities

Lettings & Property Management

• Deal with customer, landlord and tenant enquiries effectively and professionally
• Manage keys and complete weekly key audits
• Answer and respond to all incoming telephone calls, emails and other communications
• Ensure all property maintenance issues and repairs are recorded, actioned promptly and progressed through to completion
• Obtain cost-effective repair solutions and keep customers informed throughout the process
• Manage tenancy progression, including preparing and checking relevant paperwork and coordinating move-ins
• Arrange tenancy contract amendments and ensure all documentation is completed accurately
• Arrange safety certificates and pre-tenancy repairs
• Chase and monitor rent arrears, escalating where appropriate
• Manage end-of-tenancy formalities, including the check-out process
• Deal with tenancy deposits and deposit disputes in accordance with company procedures and relevant legislation
• Maintain accurate and up-to-date tenancy and property records
• Ensure the portfolio remains compliant with relevant industry regulations and company procedures
• Resolve customer, landlord and tenant complaints within own level of authority and escalate serious matters immediately

Administration & Office Support

• Complete day-to-day lettings and property management administration accurately and within required timescales
• Prepare, process, scan, file and maintain tenancy-related documentation and records
• Ensure all paperwork is completed correctly and information is recorded accurately on Alto CRM
• Maintain accurate electronic and paper filing systems
• Update internal systems, databases, property records and departmental information as required
• Monitor outstanding administration and follow up actions to ensure deadlines are met
• Assist with preparing reports, spreadsheets, correspondence and other departmental documentation
• Manage office stationery, equipment and incoming/outgoing post
• Maintain and update office windows, sales drawers and property information
• Provide administrative support to the Lettings and Property Management teams and management when required
• Communicate relevant updates and information to other departments and managers
• Ensure all administrative processes comply with company procedures and current industry legislation
• Assist with general office administration and any other reasonable administrative duties requested by the Manager or Directors

Experience & Skills

The ideal candidate will have:

• Previous experience in Lettings Administration, Tenancy Progression, Property Management or Lettings
• Strong administrative and organisational skills
• Excellent written and verbal communication skills
• Excellent telephone manner and customer service skills
• Ability to manage a busy workload, multitask and remain calm under pressure
• Ability to work accurately to strict deadlines, particularly during busy periods
• Excellent attention to detail
• Strong organisational and time management skills
• Ability to work independently and as part of a team
• Good working knowledge of Microsoft Excel, PowerPoint and Word
• Experience using Alto CRM would be advantageous
• Good understanding of lettings processes and a willingness to remain up to date with relevant legislation