Property Marketing Coordinator

6 days ago

Royal Tunbridge Wells, United Kingdom Crux Careers Full time
Property Marketing Coordinator (Part time)
Royal Tunbridge Wells, Kent
£26,000 base salary PRO RATA, (increased to £27,040 after successful completion of a six month probation period)
​​​​​​​9.00 – 5.30, 3 days a week on a two weekly rota – Monday, Tuesday, Wednesday and Monday, Tuesday, Saturday. The office closes at 4pm on a Saturday.

​​​​​​​MAIN PURPOSE AND SCOPE OF THE JOB
Being our first responder on the telephones, assisting where possible and directing the call to other members of the team if necessary. Responding to online viewing requests and telephone viewing requests to schedule and arrange viewings on our sellers and landlords properties. Providing administrative support and assistance where required to aid with the administration associated with launching a property to market as well as other general administrative assistance when required.

DUTIES AND KEY RESPONSIBILITIES GENERAL
• Be the first responder on the telephones, assisting where possible and directing the call to other members of the team where necessary.
• Ensure our CRM is kept up to date and buyer and seller, landlord and tenant records are monitored and edited.
• Regularly review and audit our CRM systems.

PRE LAUNCH ADMINISTRATION
• When required, assisting with the downloading of property photographs, floorplans and EPC’s from our photographers and saving them in the appropriate client files.
• Preparing a Power Point document of the photographs for client approval.
• Preparing the window cards and ensuring our window and office displays are regularly reviewed and updated.

BUYERS AND TENANTS
• Be the primary point of contact for all buyer and tenant enquiries, including those who wish to register with us, recording their details on our database, sending out property information, following up with those who have not responded, cross checking our Business to Business database to ensure any enquires automatically sent via our chosen portals have been received, answering questions raised and arranging and confirming appointments for property viewings.
• Calling buyers and tenants to confirm appointments.
• Gathering feedback from viewings held and then recording this information on our database and relaying it to our sellers and landlords, if required.
• Work closely with the Managing Partner and Sales Director to identify properties that could receive very targeted prospecting, and more generic mail campaigns. Aim would be to send 10 highly personalised, very targeted letters a month.
• Preparing marketing campaigns for “Sold in Your Street” and not yet marketed properties

POINT OF VALUATION
• Preparing background information required for sales pitches to prospective sellers.
• Sending confirmation of appointments letters to prospective sellers and calling in advance to confirm.

CLIENT REVIEWS
• Prepare client review documents by collating all viewing and feedback information as well as other marketing activity data and presenting this to the relevant member of the team in anticipation of a client review.

OTHER DUTIES The following duties would not be expected to be part of your core role duties, but as we are a small team, help in these areas is likely to be required at times:

GENERAL
• Referring buyers and tenants to our recommended property partners where appropriate.
• Dealing with ongoing queries raised by our buyers and tenants in a timely manner.
• Liaising with sellers and landlords who may call during the sale progress and passing all complicated enquiries to the Sales Director or Managing Partner as they arise.
​​​​​​​
PRE LAUNCH
• Arranging photography, floorplans and EPCs for all new listings.
• Preparing and reviewing all documentation that new sellers must complete in order to list with Maddisons, ensuring compliance with all legal requirements. Saving relevant documents to the client file.

AT OFFER/POST OFFER
• Preparing and sending and saving to client files the required documentation for all offers received via email/our CRM systems.
• Implementing the steps laid down within the “Post-Offer Acceptance Aide Memoire” once an offer is accepted.

SALES PROGRESSION
• Helping to progress the sale post offer to ensure it reaches exchange, by liasing with solicitors, estate agents, buyers and sellers. Updates to be passed to the Sales Progression Manager and/or Managing Partner and other members of the team to communicate to sellers.
• Implementing the steps laid down within the “Post-Exchange Aide Memoire” once a property has exchanged contracts.
• Close to completion, compile our "How This Property Works" Aide Memoire for our buyers.
• Prepare for our comprehensive process of handing over the keys in conjunction with the Sales Progression Manager / Managing Partner.
• Arrange agreed reviews with new owners and tenants to check they are settling into their new home.

GENERAL RESPONSIBILITIES
• Operating at all times to the standards and codes of conduct laid down by the Property Ombudsman, of which we are a member.
• Operate at all times to the obligations specified by the Data Protection Act.
• Adopting a commitment to equal opportunities.

THE IDEAL CANDIDATE
We are a bespoke agency, offering an exemplary service. The business is fast paced and situations change and evolve extremely quickly. The ideal candidate will be an experienced administrator, used to working in a busy environment and able to adapt and keep up, while remaining calm and steady. A sunny disposition is essential

An outstanding telephone manner is imperative, along with a very can-do, positive attitude. We are a small team, so flexibility is key along with enthusiasm and a genuine passion to provide a great, memorable service.

Experience in a client facing capacity is important as well as confidence in handling emotive and sometimes challenging calls.

The role is a job share, three days a week (on a rotational basis) including every other Saturday. The two employees would work very closely together and a full handover would be expected to ensure that nothing is missed.

Microsoft Office and Outlook experience is preferred, and full training will be give to understand our CRM.

Full references will be taken.

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