Office Coordinator

Location: Battersea Park/Wandsworth office twice a week, once a week on a Tuesday in Islington, Mon/Fri to work form home. 

 

 

Salary: £26,000 - £28,000 + 5% commission

Are you a go-getter with a passion for customer service? Do you thrive in fast-paced environments and love juggling multiple tasks? If you're ready to make your mark in the vibrant world of property administration we want YOU! Our bustling offices in Little Venice are seeking a high-spirited Coordinator to be the heartbeat of our operations and support the Premier management team. 

Main Duties

• To answer mainline and allocate calls accordingly 
• Reduce the level of contractor debts through checking of weekly spreadsheet and dealing with any queries.
• Keep thorough file notes of every action and conversation with suppliers, landlords and tenants
• Assist with any other ad-hoc tasks required by the team.
• Provide a same day typing service for department, including standard letters, check ins/outs and fee invoices 
• Advise all utility companies of every tenancy change 
• Be responsible for updating the department statistics and liaising with the Finance department 
• Producing rent arrears report and pursue and collect rental payments from the tenants in accordance with instructions from the team. 
• Arrange property visits for the department with the tenants. 
• Chasing up service charge and final utility bills from the necessary agents and suppliers. 
• Liaising with utility suppliers regarding any bill queries to ensure accurate payments. 
• Manage check in and check out appointments for the start and end of each tenancy, and obtain end of tenancy details from vacating tenants. 
• Participating fully in the buddy system in the absence of other team members 
• Assist with dealing with other letting agencies, landlords and tenants in regards to managed only tenancies and the paperwork involved in new deals, renewals and tenancy swaps. 
• Assist with producing monthly reports for portfolio landlords.  
• Prepare for own quarterly review 
• Ensure that all work areas are clean/tidy/free from obstruction and that the department clear desk policy is upheld 

Attributes

• Time management skills of planning, prioritising and organisation 

• Communication skills 
• Computer literacy 
• Problem solver and multi tasker, good knowledge of excel/spreadsheets
• Property management /tenancy experience 

 

Overview of Key Duties:

Administrative Support

• Document Management: Handle documentation related to property sales, including listings and pre offer information.
• Data Entry: Update and maintain databases with property details, client information, and transaction records.
• Scheduling: Coordinate client appointments, property viewings, and manage the office calendar.
• Correspondence: Manage communications, including emails, phone calls, and mail, ensuring timely responses.

Customer Service

• Client Interaction: Greet clients, address inquiries, and provide detailed information about properties and services.
• Problem Resolution: Resolve client issues or complaints promptly and professionally, maintaining high satisfaction levels.

Sales Support

• Property Listings: Assist in preparing and updating property listings, ensuring accuracy both online and in-office.
• Promotional Activities: Support marketing efforts, including preparing promotional materials and organizing local events.
• Reporting: Generate and distribute sales performance reports to the management team.

Operational Tasks

• Office Management: Keep the office organized, stocked with supplies, and ensure a professional environment.
• Coordination: Serve as a liaison between the sales team and other departments, fostering effective communication and collaboration.
• Compliance: Ensure all transactions and activities adhere to relevant regulations and company policies.

Technology and Tools

• CRM Systems: Utilize CRM systems to track client interactions and manage data efficiently.
• Software Proficiency: Use office software (e.g., Microsoft Office Suite) and industry-specific tools effectivel