Office Coordinator - Lettings Administration

• Chestertons Estate Agency
• Office Coordinator / Senior Office Coordinator

Hours: Office based, Monday to Friday, with one day working from home once settled.

• Overview of Key Duties
• Lettings Administration
• Prepare, process and maintain tenancy documentation, ensuring all paperwork is accurate and completed within required timescales.
• Support the lettings team with tenancy progression from offer agreed through to move-in.
• Maintain accurate records of properties, landlords, tenants and compliance documentation within the CRM system.
• Assist with referencing, Right to Rent checks, deposit registration and tenancy agreements.
• Monitor key dates including tenancy renewals, compliance certificates and move-in deadlines.
• Administrative Support
• Manage property files and update databases with property, landlord and tenant information.
• Coordinate appointments, property viewings, inventories, check-ins and check-outs.
• Handle incoming emails, telephone enquiries and post, ensuring prompt and professional communication.
• Provide general administrative support to the lettings negotiators and management team.
• Customer Service
• Act as the first point of contact for landlords, tenants and contractors, delivering a professional and efficient service.
• Respond to enquiries and resolve administrative queries in a timely manner.
• Build positive relationships with clients throughout the lettings process, ensuring a high standard of customer care.
• Compliance & Property Management Support
• Ensure all lettings administration complies with current legislation and company procedures.
• Track compliance requirements including EPCs, Gas Safety Certificates, Electrical Installation Condition Reports (EICRs) and other statutory documentation.
• Liaise with landlords, tenants and contractors to obtain and maintain up-to-date compliance records.
• Support audit processes by ensuring all files are complete and compliant.
• Operational Support
• Assist with the smooth day-to-day running of the lettings office.
• Work closely with lettings negotiators, property managers and other departments to ensure seamless communication.
• Maintain organised digital and paper filing systems and support office administration as required.
• Technology & Systems
• Confidently use CRM systems to manage property and client records.
• Maintain accurate data entry and produce reports when required.
• Demonstrate strong proficiency in Microsoft Office, including Outlook, Word and Excel, alongside industry-specific lettings software.

Benefits

Employee assistance programme, competitive holiday allowance + public holidays, charity matching and payroll giving, contribution towards eye care tests, annual flu vaccination vouchers, birthday leave, health cash plan plus a range of other additional benefits that are linked to specific job grades.

We are an equal opportunities employer, we welcome applications from everyone who is excited by the opportunity to join us.

At Campions, we are committed to creating a diverse and inclusive workplace.

We will thoroughly consider all applications without attention to ethnicity, religion, sexual orientation, gender, identity, family or parental status, national origin, veteran status, neurodiversity status, or disability status.

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