Lettings Coordinator - Colchester, Essex

Company Overview:
Oakheart Property is a leading estate agency with a modern approach to property sales, combined with traditional values. Originally based in Colchester, Essex, we have expanded rapidly and now operate branches in Chelmsford, Mersea, Sudbury, Ipswich and Bury St Edmunds. We are renowned for our exceptional customer experience and commitment to transforming lives and communities through our work.

Role Overview:

As a Lettings Coordinator, you’ll be the backbone of the lettings process – managing all administration from offer to move-in. You\’ll ensure every step is seamless for both landlords and tenants, supporting our negotiators and property managers by keeping everything compliant, organised, and on track.

Key Responsibilities:

• Prepare and issue Landlord Terms of Business (TOBs) and relevant documentation
• Manage the full referencing process with third-party providers
• Draft and send tenancy agreements and addendums
• Arrange inventories, check-ins and key handovers
• Ensure all compliance documents are in place (EPC, Gas Safety, Right to Rent, etc.)
• Update CRM systems and keep tenancy records accurate
• Liaise with landlords, tenants and internal teams throughout the pre-tenancy process
• Provide general administrative support to the lettings teams

Qualifications and Skills:

• Experience in a lettings admin or coordination role is essential
• Excellent attention to detail and strong organisational skills
• Confident handling legal documents and lettings compliance
• Strong written and verbal communication
• Able to manage multiple priorities in a fast-paced environment
• Experience using property CRM systems
• Team player with a proactive, problem-solving approach
• Overseeing rent collection and ensuring timely payments from tenants.
• Managing operating expenses related to properties, including maintenance and repairs.
• Maintaining accurate records of all transactions related to landlord and tenant accounts.
• Sending monthly statements to landlords, detailing income and expenses.
• Company pension
• 28 days holiday inc bank holidays
• MacBook provided
• Ongoing training and development opportunities
• Vibrant and supportive working culture

Working Hours:

• Monday – Friday 8:30-5:30pm

Why Join Us:
At Oakheart Property, we are committed to transforming lives and communities through our work. We offer a supportive and dynamic work environment where every team member contributes to our success and growth. Join us in our mission to exceed client expectations and foster strong community ties.

If you have a passion for property and delivering exceptional customer service, we would love to hear from you.

Send your CV to careers@oakheartproperty.co.uk #J-18808-Ljbffr