Lettings Coordinator - London, United Kingdom - Savills

Savills

Verified Company

London, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Role Overview
We are looking for an Office Coordinator to join our busy Westminster Lettings team.

The office consists of a Sales team of five, and a Lettings team of seven (comprising of a Head of Department, Assistant manager, two Negotiators, Property Manager, Coordinator and Viewings Assistant).

You will also join and be supported by a network of over 40 Coordinators nationally.

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 Role
Our 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 reevaluation 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
Occasionally covering some property viewings which will have been arranged by the negotiators.
Assisting with ad hoc tasks away from the office. e.g. collecting keys, allowing access to properties to contractors and generally being an extra pair of hands for anything that is needed.

Skills, Knowledge and Experience

We are looking for someone with:

Previous experience in a busy lettings, agency or sales admin environment.
Ability to multitask
Excellent written and communication skills
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
Good knowledge of Microsoft Office
Ideally with experience with property/lettings software.

Assessment applicants can expect during selection