Location: Office based - 12 South Parade, Weston-super-Mare, North Somerset, BS23 1JN.
Job type: Permanent, full time
Hours: Alternate weeks (Monday - Friday 09.00 to 18.00hrs, Monday – Friday 09.00 to 17.30hrs) plus one in four Saturdays 09.00hrs to 16.00hrs (with the following Wednesday off in lieu if a Saturday is worked)
Role Overview
The Lettings Co-ordinator will take ownership of the front-end lettings journey, supporting a property from the point of market appraisal and instruction through to successful tenant move-in.
This is a busy, varied and highly organised role which sits at the front of the lettings department. The successful candidate will work closely with our valuers, tenancy managers, negotiators, landlords and applicants to ensure that every property is prepared, marketed and let efficiently, professionally and compliantly.
Once the tenant has successfully moved into the property, responsibility will be formally handed over to the Tenancy Management Team for ongoing management. A significant part of the role involves speaking to landlords, applicants and tenants over the telephone, so the successful candidate must be confident, enthusiastic and proactive when communicating with people.
Key Responsibilities
Valuation & New Instruction Support
- Providing meticulous administrative support to our lettings valuers and negotiators from market appraisal through to instruction.
- Preparing and sending market appraisal letters, agency agreements and property information forms.
- Completing Land Registry and AML checks and ensuring all required landlord information and documentation is obtained.
- Following up market appraisals, maintaining accurate CRM records and supporting the conversion of new landlord opportunities.
Preparing Properties for Marketing
- Taking ownership of newly instructed properties and progressing them efficiently through to being ready for market.
- Liaising with landlords regarding outstanding works and organising compliance requirements and documentation, project management and refurbishment works management.
- Preparing accurate residential lettings particulars and launching properties onto the market.
- Managing boards and ensuring property, compliance and marketing records are complete and up to date.
Enquiries & Applicant Management
- Handling incoming lettings enquiries, with a strong focus on confident and proactive telephone communication.
- Qualifying applicants, sending pre-qualification forms, booking viewings and matching applicants to suitable properties.
- Managing hot applicants and ensuring their requirements and activity are accurately recorded on the database.
- Following up viewings, obtaining feedback and keeping landlords regularly updated.
Applications, Offers & Negotiations
- Managing applications from offer through to an agreed tenancy, ensuring all required applicant information is obtained.
- Presenting applicants and offers clearly and professionally to landlords.
Referencing & Pre-Tenancy Administration
- Taking full responsibility for progressing successful applicants through referencing.
- Progressing the tenancy through referencing, documentation, signing and payment stages.
- Keeping landlords and tenants updated and ensuring all requirements are complete ahead of move-in.
Move-In Coordination
- Coordinating the final stages of the tenancy and ensuring all pre-tenancy and compliance requirements are complete.
- Liaising with landlords, tenants and colleagues to arrange a smooth and well-organised move-in.
- Ensuring the tenancy file is complete and accurate before occupation.
- Completing a clear handover to the Tenancy Management Team once the tenant has moved in.
Business Development
- Generating new landlord opportunities through proactive calling and database exercises.
- Following up previous valuations, historic landlords and other potential new business opportunities.
- Building relationships with prospective landlords and identifying opportunities for valuations, instructions and additional services.
- Supporting wider lettings business development campaigns as required.
General Responsibilities
- Maintaining accurate records within the CRM and ensuring tasks and property files are progressed promptly.
- Working independently, taking ownership of responsibilities while collaborating effectively with colleagues.
- Assisting with ad hoc lettings administration and maintaining a professional, positive and customer-focused approach.
- Meeting and greeting of office walk ins.
- General office duties, housekeeping, preparing diaries, etc.
- Attend property auction evenings and various out of hours charity events (included in salary).
Note: This list is not exhaustive
Skills & Personal Attributes
The successful candidate will:
- Have excellent attention to detail and take pride in producing accurate work.
- Be highly organised and capable of managing multiple properties and applications at different stages simultaneously.
- Be confident and enthusiastic when speaking to people on the telephone.
- Enjoy building relationships with landlords, applicants and tenants.
- Have a proactive approach and be comfortable making outbound calls rather than relying solely on email communication.
- Be an excellent communicator, both verbally and in writing.
- Be able to prioritise their workload and work to deadlines.
- Be comfortable taking ownership of tasks and progressing them independently.
- Be a strong team player who communicates effectively with colleagues.
- Provide meticulous administrative support to valuers and negotiators.
- Have a practical, problem-solving approach and be willing to chase outstanding information to keep matters moving.
- Understand the importance of compliance and following established processes.
- Be confident using CRM systems and other property management software.
- Remain calm, professional and organised within a busy office environment.
- Have a strong customer-service mindset and genuinely enjoy dealing with people.
What Success Looks Like
The Lettings Administrator will ensure that every newly instructed property moves efficiently from market appraisal → instruction → compliance → marketing → enquiries → viewings → application → referencing → move-in → tenancy management handover.
Properties should be launched promptly, compliance requirements should be closely monitored, applicants should receive prompt and regular communication and our landlords should feel that their property is being proactively managed throughout the entire letting process.
The successful candidate will become a key support to the lettings team, ensuring our valuers and negotiators can remain focused on winning new business and negotiating deals while the administration and progression behind each instruction is handled accurately and efficiently.
Additional Terms:
- Probationary period of four (4) months.
- 3 months’ notice period will be required from employee to company.
- 1 month notice period will be given from company to employee.
- 20 days holiday per calendar year, plus all bank holidays. (No carry forward).
- Statutory sick pay only – full sick pay at the discretion of the company solely.
- Occasional use of own mobile phone. Company will provide a mobile phone for business use.
- References will be taken.
Job Types: Full-time, Permanent
Pay: £26,500.00 per year
Experience:
- lettings and tenancy management: 2 years (preferred)
Work Location: In person
