Lettings Coordinator

Job Description

Role OverviewWe are looking for an Office Coordinator to join our busy Earls Court team. The office consists of a Sales team with Head of Department, two Negotiators, and a Personal Assistant and a Lettings team with Head of Department, Negotiator and Lettings Assistant.You will also join and be supported by a network of over 40 Coordinators nationally.The successful candidate will be an enthusiastic individual with strong organisational skills and attention to detail and who can work effectively on their own and within a team. The role involves sitting at the front of the office and greeting clients soa professional manner and positive attitude is important.Our Coordinators are key members of our front office teams and ensure that our clients get the very best customer service from start to finish.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 materialswindow 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
• Management of recording staff holiday, sickness and processing of timesheets
• Accounts management including petty cash and processing of sales and supplier invoices
• General office administration including day to day running of the office, ordering stationary and looking after the office maintenance.
• Adhere to the companies ISO, Money Laundering, Health & Safety policies
• Organisation of completion gifts for customers

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

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