Office Administrator

6 months ago

Weybridge, United Kingdom Savills Full time

**Role Overview**

We are looking for an experience Office Administrator/Coordinator to join our vibrant lettings team in our Weybridge office as **Lettings Coordinator.**

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. You will be working closely with the Head of Lettings, Negotiator, property managers and will swiftly become the go-to person in your team. You will also join and be supported by a network of over 40 Lettings Coordinators nationally.

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

**Marketing**
- Preparing Market Appraisal packs and send out letters from your Head of Lettings
- Booking in “Pitch” appointments with Landlord and Head of Lettings to see the property
- Booking Photography, Floorplans and EPCs through our preferred suppliers and upload these on to the system and website
- Creating office marketing materials - window cards to show off our best in class properties and eye catching brochures for our negotiators to take out on viewings
- Use our external systems to send out ‘Let in your road’ success flyers and create adverts for Instagram and Facebook
- Arranging for re-evaluation by Head of Lettings of any relet properties and preparing the necessary documents for remarketing

**Correspondence**
- Handling all incoming phone calls with the highest level of professionalism
- Providing feedback to Landlords, Tenants and Applicants following viewings
- Applicant and client care in line with company procedures
- Organise and carry out viewings when negotiator unavailable

**General**
- Preparing for office audits (Internal and External)
- Liaising with Relocation Agents by sending the details of new properties
- Working closely with the Sales coordinator/ Office manager to ensure smooth running of the office including stationary ordering, H&S responsibilities and rotas.]

Managing incoming invoices and arranging for payment

**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
- Preferably be ARLA qualified

**Team Overview**

Here, you'll find a dedicated team of brilliant minds who are passionate about what they do. We believe that diversity and different perspectives fuel creativity and innovation, which is why we embrace and celebrate individuals from all backgrounds, cultures, and experiences. Everyone's unique talents are valued and contribute to our collective success.

**Recruitment Process**
- Screening call
- 3 stage interview
- Accuracy test
- Competency test

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

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