Office Coordinator

Job Description

Role OverviewThis position is based in our Cambridge office.Our Lettings Coordinators are key members of our front office teams and ensure that our Landlords and Tenants get the very best customer service from start to finish. This is fantastic chance for you to get an unparalleled insight into our business and industry,with plenty of ongoing training and learning opportunities to keep you up to date on changing legislation and process.We are looking for an enthusiastic individual who pays attention to detail and who can work effectively on their own and within a team. We want those with a can-do approach and someone who isn’t afraid to get involved in lots of different projects. You willbe working closely with the Head of Lettings, Negotiator, property managers and will swiftly become the go-to person in your team. You will also join and be supported by a network of over 40 Lettings Coordinators nationally.Team OverviewYou will be working in a growing department, making up a team of 5 people based in a Savills office situated in the heart of Cambridge. We specialise in Residential Lettings and work very closely together to provide the best customer service to our clients.It can be extremely busy in certain months and we look to create a supportive environment where a candidate can assist both the negotiator and Head of Lettings with their roles.Key Responsibilities of the RoleOur processes are crucial to ensuring the very highest standards of customer service. As one of our Lettings Coordinators, you will be responsible for several key areas;Compliance

• Sending out paperwork to landlords and ensuring the property is compliant before marketing
• Creating and updating property details on our system
• Staying up to date with the latest industry legislation and Anti Money Laundering procedures
• Keeping in contact with our centralised deal progression and Property Management teams to ensure we have all documents in place before a move in

Marketing

• Preparing Market Appraisal packs and send out letters from your Head of Lettings
• Booking in “Pitch” appointments with landlord and Head of Lettings to see the property
• Booking photography, floorplans and EPCs through our preferred suppliers and upload these on to the system and website
• Creating office marketing materials – window cards to show off our best in class properties and eye catching brochures for our negotiators to take out on viewings
• Use our external systems to send out ‘let in your road’ success flyers and create adverts for Instagram and Facebook
• Arranging for re-evaluation by Head of Lettings of any relet properties and preparing the necessary documents for remarketing

Correspondence

• Handling all incoming phone calls with the highest level of professionalism
• Providing feedback to landlords, tenants and applicants following viewings
• Applicant and client care in line with company procedures
• Organise and carry out viewings when negotiator unavailable

General

• Preparing for office audits (internal and external)
• Liaising with Relocation Agents by sending the details of new properties
• Working closely with the Sales Coordinator to ensure smooth running of the office including stationary ordering, H&S responsibilities and rotas.
• Managing incoming invoices and arranging for payment

Skills, Knowledge and ExperienceWe are looking for someone with:

• Have previous experience in a busy lettings, agency or sales admin environment.
• Have an ability to multi-task
• Excellent written and communication skills
• Have a strong customer focus, high accuracy and good attention to detail with excellent organisational and prioritisation skills
• Ability to work effectively in a fast paced environment individually and as part of a team
• Excellent telephone manner
• Preferably be ARLA qualified
• Enthusiasm to do a good job
• Have a good knowledge of Microsoft Office and experience with property/lettings software.

Assessment applicants can expect during selection

• Screening call
• 3 stage interview
• Personality Profile
• Skills Test

Find out more about Savills offer