PROPERTY COORDINATOR ADMINISTRATOR

Open and close the office:

• Ensure windows and doors are secure
• Out door signage is in place

Ensure general tidiness and presentation of the office:

• Hoover mat etc
• Bins are emptied
• Desks are clean and tidy
• Light dust everywhere
• Check cobwebs on side lights outside

Monitor and Update the Property Consultant’s Diaries

• At the start of each day, check the diary and prepare Property Particulars/Valuation Reports etc.
• Confirm all viewings and vals by telephone (ideally the day before).

Greet clients attending the office

• Register new applicants on our CRM system (sales and lettings)
• Take details of new valuations and enter details to CRM system

Greet contractors attending the office

• Ensure keys are signed in and out correctly.

Add new sales properties to the CRM system and upload all photos, floor plans etc

Manage property keys

• Sign keys in and out

Answer the office telephone

Respond to messages/voicemails in a timely manner

Reply to office emails in a timely manner

Update vendors

• Weekly general updates
• Viewing feedback
• Viewing appointments

Advise applicants on any queries

Property Viewings (must hold a full UK driving license)

• Attend property viewings (taking a copy of property particulars)
• Ensure the property is secure before leaving the property

Windowcards

• Add new window card when a new property comes on the market
• Update window cards with price changes
• Update window cards when sold/let etc

General office administration

• Order stationary

Maintain the office diary

• Add viewings
• Add valuations
• Add surveyor appointments
• Add photo & measure appointments

Taking Messages for Gregg Holden (Director)

• Taking detailed messages, including full contact details, and then emailing them to Gregg

Boards

• Manage For Sale/Sold/To Let/Let By boards etc using Sign Master

Organise property photos, floor plans, videos etc

Instruct E Performance Assessors

• New properties need an EPC. Check Government website and arrange if necessary.

Viewer Feedback

• The following day, call viewers for feedback.
• Try and obtain offers, arrange second viewings or view another property that we have.
• Submit viewer feedback to vendors/landlords using Street CRM system. 
• Call the vendor if we haven’t spoken to them for a while or if they prefer telephone contact.

Sales chasing – chase the progress of agreed sales with solicitors. 

Carry out ID and AML checks on vendors and purchasers

Facebook posts

• Post new properties to the market
• Post price reductions
• Post weekly estate agent relevant news 

Google Reviews – obtain reviews from clients

Valuation Comparables 

• Print Zoopla Pro comparables report and Nethouseprices.com DAY BEFORE valuation appointment

37.5 hrs per weekMon-Fri 9am-5pm, with 30 minutes unpaid break (commission and bonus is available after successful completion of a 3 month probationary period )

Excellent communication (written and verbal)
Excellent I.T skills (Microsoft Word, Excel and Outlook)
Excellent telephone skills (confident, clear and concise)
Organised – it is a very busy office 
Punctual – we can’t keep clients waiting etc
Problem solving
Initiative 
Clear communicator and honest when things go wrong
Negotiation skills an advantage

Outgoing
Friendly
Confident
Well presented (smart office attire)
Adaptable – you will be dealing with sales, letting and property management which all throw up different challenges on a daily basis.

Maths and English GCSE grades C/4 and above is desirable.

No other specific grades required – it is more the personality and willingness to learn and absorb information and keep organised and proactive with plenty of initiative.

1

Possibility for the company to pay for Propertymark qualifications and general office certificates (e.g. first aid, manual handling, GDPR, health & safety etc)

Possibility to work up to being a Property Consultant etc

We are opening a second branch next year so opportunity to grow with the company