Sales & Lettings Administrator

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An opportunity to work for a busy estate agent based in Witney, Oxfordshire to help with the admin duties for both the sales & lettings team.


Sales & Lettings Administrator Office Duties:

  • Be in front of the office, dealing with face to face, telephone and e-mail enquiries for both Sales & Lettings
  • Diary management including booking appointments, confirming appointments for viewings and access arrangements for contractors
  • Keys: Daily key check. Providing keys to contractors. Booking in keys for new properties and maintaining a key register

  • Processing Agency invoices

  • Managing the witney@ email address

  • Update morning meeting record

  • Window cards and window displays

  • Compile packs for market appraisals

  • Put together ‘move in’ packs

  • Produce and manage a list of currently available properties

  • General office and property administration duties where required incl. post and filing /archiving of files

Lettings and Sales Negotiator and Property Management Support:

  • Take applicant enquiries where appropriate

  • Register enquiries where appropriate

  • Book viewings where appropriate

  • Prepare listings on RPS (database)

  • Add new properties to RPS

  • Drawing up floor plans

  • Ordering To Let / For Sale boards

  • Ensuring completion of the sale takes place smoothly – getting keys, informing appropriate parties

  • Administrative support to the Property Management team

  • Scheduling and booking management visits and gas safety checks

  • Putting together lettings Welcome Packs on move-in day and releasing keys

  • Order EPCs

Lettings Coordinator Duties

  • On allocated properties progress Lets Agreed from the application to move in using Goodlord. Ensure that files are completed with regard to referencing, letters to landlords and tenants, inventories, compliance documentation, monies and keys etc
  • Draw up tenancy agreements for all new tenancies using Goodlord

  • Ensure monies are received in a timely fashion ahead of move-in

  • Ensure that all move-in fees are charged correctly and RPS is set up correctly for the tenancy

  • Provide administrative support to Property Manager to ensure a seamless service from let to move-in

  • Keep applicants and landlords informed about the let until the point of moving in

  • Book inventories for new tenancies and ensure they are sent out / actioned according to landlord service level and ensure inventories are provided to tenants within the agreed time frame.

  • Complete all utility transfers for all tenancies on a fully managed service using The Tenant Shop

  • Book and schedule management visits for new and existing tenancies and write to tenants accordingly to arrange the appointments

  • Issue Landlord Terms of Business for signing
9 May 2022
Estate Agent (sales)
Oxfordshire, Witney