Lettings & Property Management Coordinator

Good property management depends on people who keep the details in order, communicate clearly and follow things through. At tlc Estate Agents, we’re looking for two Lettings & Property Management Coordinators to provide administrative and operational support to our London-based teams. This is a varied role for someone who enjoys taking ownership, managing competing priorities and making sure nothing gets overlooked.

Location: Remote — South Africa or the Philippines

Employment type: Full-time

Working hours: UK business hours

About the role

You’ll support the processes that keep residential lettings and property management running smoothly, from monitoring compliance requirements and progressing tenancy paperwork to coordinating contractors and maintaining accurate records. Both positions cover the same core functions, although individual responsibilities may vary according to experience, strengths and departmental needs. You’ll receive training across these functions, helping you support colleagues and adapt as priorities change.

What you’ll be doing

• Property compliance and regulatory administration: Monitor compliance requirements across managed and non-managed properties, arrange certificates and inspections, coordinate remedial works and support property licensing and landlord registration administration. Keep records accurate.
• Tenancy progression and lettings support: Support the Tenancy Progressor and Lettings team with tenancy documentation, referencing updates, correspondence, statutory notices and renewals. Follow up with applicants, landlords, tenants and third-party providers to help prevent avoidable delays.
• Inventories, check-ins and check-outs: Arrange appointments, coordinate access and ensure reports are received, checked for completeness and recorded correctly. Follow up on outstanding actions and flag issues to the relevant colleague.
• Cleaning and tenancy preparation: Organise pre-tenancy and end-of-tenancy cleaning, liaise with contractors and monitor bookings to help ensure properties are ready within the required timescales.
• Property inspections: Coordinate routine bi-annual inspections for managed properties and monthly vacant-management inspections. Arrange access, monitor schedules and help Property Managers follow up on reports and outstanding actions.
• Deposit releases: Support deposit-release administration for managed and non-managed tenancies, maintain correspondence and follow up on outstanding instructions. For managed tenancies, liaise with landlords and tenants about proposed deductions, escalating disputes or complex cases appropriately.
• Contractor management: Coordinate contractor vetting and onboarding, maintain insurance and compliance documentation, and request updated records before they expire. Help organise appointments, access and outstanding reports.
• Property administration: Keep property and tenancy records up to date on the CRM system. Support document preparation, data entry, reporting, internal tracking and administrative improvements.
• Client communication and team support: Handle telephone calls, emails and enquiries professionally, keeping landlords, tenants, applicants, contractors and colleagues informed. Follow up consistently.

What we’re looking for

You’ll be organised, proactive and attentive to detail, with the confidence to take responsibility for your work. You should be comfortable managing several priorities, spotting issues, suggesting solutions and knowing when to ask for support. Clear communication, a client-focused approach and the ability to work independently while staying connected to colleagues are important.

Essential experience and skills

• Previous experience in administration, coordination, operations or a client-facing role, with the ability to manage multiple priorities and deadlines.
• Excellent written and spoken English, including confidence communicating professionally by telephone and email.
• A good working knowledge of Microsoft Outlook, Word and Excel, and the ability to work independently while collaborating with a UK-based team.

Helpful, but not essential

• Experience in residential lettings, property management or real estate would be an advantage, as would familiarity with UK tenancy processes, property compliance or supporting UK clients.
• Experience using CRM or property management software, particularly Reapit, and coordinating contractors or document-heavy processes would also be useful.
• Previous UK property experience is not essential. We’re particularly interested in people who are quick to learn, take initiative and communicate confidently with different stakeholders.

Working remotely with tlc

You’ll work 9am–6pm UK time, staying in regular contact with our London-based team throughout the day. You’ll attend daily morning Zoom meetings to review priorities and a weekly Level 10 (L10) team meeting to discuss progress, challenges and departmental objectives. Training will cover our internal systems, processes and relevant UK property requirements. You’ll need a suitable home-working environment, a reliable internet connection and the ability to collaborate effectively through email, telephone, video calls and CRM systems.

What success looks like

Success means staying ahead of compliance deadlines, maintaining accurate records and helping tenancies progress without unnecessary delays. Appointments should be well coordinated, deposit releases followed through and contractor documentation kept current. Above all, you’ll provide dependable support, communicate clearly and remain flexible as the needs of the Lettings and Property Management teams evolve.