Lettings Coordinator

Role Overview

We are looking for an experienced Office Administrator/Coordinator to join our vibrant Birmingham Lettings team based in our Colmore Row office

Our Lettings Coordinators are key members of our front office teams and ensure that our Landlords and Tenants get the very best customer service from start to finish. This is fantastic chance for you to get an unparalleled insight into our business and industry, with plenty of ongoing training and learning opportunities to keep you up to date on changing legislation and process.

We are looking for an enthusiastic individual who pays attention to detail and who can work effectively on their own and within a team. We want those with a can-do approach and someone who isn’t afraid to get involved in lots of different projects. This role has a competitive package and Savills offer a great induction programme as well as ongoing support and training throughout your career.

Key Responsibilities

Our well thought-out 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

• Preparing for office audits (Internal and External)

Marketing

• Preparing Market Appraisal packs and send out letters from your Head of Lettings

• Booking in “Pitch” appointments with Landlord and Head of Lettings

• Booking Photography, Floorplans and EPCs through our preferred suppliers and upload these on to the system and website

• Creating office marketing materials – eye catching brochures for our negotiators to take out on viewings

• Arranging for re-evaluation by Head of Lettings of any relet properties and preparing the necessary documents for remarketing

Correspondence and Personal Assistant Duties

• Diary management for Head of Lettings

• Organising meetings, setting up calls and booking meeting rooms

• Recording and submitting expense claims

• Handling incoming phone calls for the team with the highest level of professionalism

• Providing feedback to Landlords, Tenants and Applicants following viewings

• Applicant and client care in line with company procedures

• Managing incoming invoices and arranging for payment

Enquiries & Viewings

• Diary management for Head of Lettings

• Organising meetings, setting up calls and booking meeting rooms

• Recording and submitting expense claims

• Handling incoming phone calls for the team with the highest level of professionalism

• Providing feedback to Landlords, Tenants and Applicants following viewings

• Applicant and client care in line with company procedures• Managing incoming invoices and arranging for payment

About the Team: 

Since 1998, Savills in Birmingham city centre has grown to be one of the leading estate agents and property consultancies in the West Midlands.

We're proud of the way that we've merged our commercial and residential departments, and we offer our clients one seamless service. This includes: agency; property management; building and project consultancy; development; rating; valuation; lease advisory and planning.
Our team has a unique mix of talent; they work together to achieve collaborative thinking, and take time to understand both the client's needs and the current market before suggesting solutions. We have more than 160 staff members, so you can expect a team that is best in class, with expertise that spans a variety of sectors. We are industry leaders, and here to help you navigate the West Midlands property market every step of the way.

Key Skills

You will receive comprehensive training on your role, but ideally we are looking for someone with:

• Minimum 1 years prior experience within an administrative role

• Excellent IT skills, including Microsoft Office etc

• Ability to multi-task

• Excellent written and communication skills

• Strong customer focus, high accuracy and good attention.

• Excellent organisational and prioritisation skills

• Ability to work effectively in a fast paced environment individually and as part of a team

• Excellent telephone manner

• Confident in dealing with clients and customers face to face and over the phone

• Enthusiasm to do a good job

• Ideally previous experience in a busy lettings, agency or sales admin environment

Find out more about Savills offer

Recruitment agencies

Savills only pay agency fees where we have a signed agreement in place and that agency has been previously contacted and directed by a member of our recruitment team. We do not pay agency fees when speculative and unsolicited CVs are submitted to Savills or any of our employees other than via our careers website and through our recruitment process. If this is not adhered to, agency fees will not be paid.
Submission of any unsolicited CVs or proposals to Savills will be deemed evidence of full and unlimited acceptance of this approach.