Job description:
Hours: 37.5 hours per week
Working Pattern: Monday to Friday, plus every other Saturday (with a half-day in lieu during the week)
Purpose of the Role
To act as the first point of contact for all clients, applicants, tenants, landlords, buyers and contractors while ensuring the smooth day-to-day running of the office. The Receptionist & Front of House Coordinator will lead the management of all incoming sales and lettings enquiries, coordinate staff diaries, and provide administrative support to the negotiators and management team.
This is a key client-facing role and requires a professional, organised and proactive individual who can create an exceptional first impression of Davidson Estates.
Key Responsibilities
Front of House & Customer Service
- Meet and greet all visitors to the office in a professional and welcoming manner.
- Answer and direct incoming telephone calls efficiently.
- Respond to general email enquiries and website leads.
- Manage the office reception area, ensuring it is always presented to a high standard.
- Handle client queries and direct them to the appropriate department.
Sales & Lettings Enquiries
- Take ownership of all incoming sales and lettings enquiries.
- Qualify applicants and register their requirements.
- Book valuations, viewings and appointments for negotiators.
- Maintain accurate applicant records within the CRM system.
- Ensure all enquiries are followed up promptly and efficiently.
- Assist in generating viewing opportunities and valuation appointments.
Diary Management
- Manage and coordinate negotiator diaries.
- Schedule valuations, viewings, inspections and meetings.
- Optimise diary efficiency to maximise appointments and opportunities.
- Assist in organising team meetings and client appointments.
Administrative Support
- Support negotiators and managers with day-to-day administration.
- Assist with preparing property details and marketing materials.
- Maintain accurate records on Jupix and other company systems.
- Scan, upload and organise documentation.
- Manage incoming and outgoing post.
- Order office supplies and maintain office stock levels.
Office Operations
- Support the smooth running of the office.
- Liaise with contractors, suppliers and utility providers where required.
- Assist with maintaining company compliance procedures.
- Support marketing campaigns and office events where required.
Key Skills & Experience
Essential
- Excellent telephone manner and communication skills.
- Strong organisational and time management skills.
- Professional appearance and presentation.
- Ability to multitask in a fast-paced environment.
- Good IT skills including Microsoft Office.
- Strong attention to detail.
- Positive, proactive and team-focused attitude.
Desirable
- Previous estate agency experience.
- Experience using Jupix or similar CRM systems.
- Customer service or reception experience.
- Knowledge of the local property market.
Key Performance Indicators (KPIs)
- Speed of response to enquiries.
- Number of enquiries converted into viewings and valuations.
- Diary utilisation and appointment efficiency.
- Accuracy of CRM records and data entry.
- Client service and customer feedback.
- General office organisation and administration standards.
Team Performance Bonus
A quarterly bonus may be paid where departmental targets are achieved, including:
- Compliance targets achieved.
- Tenancy progression timescales met.
- Audit scores maintained.
- Company revenue and profitability targets achieved.
Bonus amount to be determined by the Directors based on departmental and company performance.
Benefits
- £25,000 basic salary.
- 20 days annual leave plus bank holidays.
- Half-day in lieu for every other Saturday worked.
- Ongoing training and development.
- Opportunity to progress within a growing independent agency.
- Free parking.
Reporting To
Lettings Manager / Head of Sales & Lettings
Department
Sales & Lettings
Work Location: In person
Pay: £25,000.00 per year
Benefits:
Work Location: In person
