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Lettings Coordinator

4 months ago

Glasgow, Glasgow City, United Kingdom Rettie & Co Full time
Key details

Location: Bath Street, Glasgow
Department: Lettings
Reports to: Associate Director
Hours per week: 37.5 hours

Key requirements

Essential

  • Proficient in the use of IT systems including MS Word, Outlook, Excel and Microsoft Teams
  • Experienced in a customer service role
  • Confident in administrative tasks
Desirable
  • Familiar with the Glasgow lettings market
  • Experienced in the use of REAPIT Property Software or similar CRM system
What we offer
About the role

Due to the continued growth of our lettings portfolio, we are delighted to be recruiting a Lettings Coordinator to play a key role in the Letting and Management team's future. The main aim of the Glasgow Letting's Team is to ensure an exceptional customer experience is provided to all our potential and actual customers. You will work closely with your colleagues to ensure we deliver a best-in-class customer experience and by doing so, achieve a market-leading position in our target areas.

In your role as Lettings Coordinator, you will provide highly effective administrative support to our Portfolio Managers and assist them in improving the performance of their assets under management by delivering an exceptional client experience. In addition, you will carry out general administrative tasks as directed by the Associate Director of Lettings to provide the best possible support service to the department. You will work closely with your colleagues and support the Portfolio Managers in building strong relationships with their clients by ensuring that we deliver an exceptional customer experience.
Competencies
  • Customer focused
  • Effective communicator
  • Organisational ability
  • Working collaboratively
  • Multi-tasking
  • Effective under pressure
  • Accountability
How to apply
About you
Key responsibilities

Managing Administration - Supporting the Portfolio Managers in the administration of all aspects of the lettings and management process across their portfolios. To include:

  • Comply with the agreed lettings processes. as defined in the process manual.
  • First point of contact for inbound calls and inbox inquiries
  • Diligent management of keys and the authorisation of access through regular auditing
  • Accurate data entry of client information
  • Diligent administration of all safety testing, booking of appointments; logging certification on REAPIT and forwarding on renewal dates
  • Effective and diligent processing of contractor invoices, collaborating with the accounts team to ensure prompt payment
  • Efficient administration of utility notifications and the accurate processing of void period costs, collaborating with the accounts team to ensure prompt payment
  • Provide reception support in dealing with client queries during high-volume periods
Maintaining Company and Operational Standards - to ensure standards are met and a continuous learning approach adopted.
  • Follow and comply with all company policies and procedures
  • Take responsibility for and adopt a proactive approach to learning and personal development
  • Ensure professional behaviour supports and reinforces the values of the Rettie brand and provides the highest standard of client care and satisfaction
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