Office & UK Lettings Coordinator

SUMMARY:
Our client is seeking an Office & UK Lettings Coordinator for their team in Cape Town, based in their office.

POSITION INFO:
Our client is seeking an Office & UK Lettings Coordinator for their team in Cape Town, based in their office.

Location: Cape Town

Times:

• Monday to Friday 9am – 6pm SAST (when we’re on BST),
• 10am-7pm SAST (when we’re on GMT)
• 1 in 3 Saturdays 9.30am to 5pm SAST (additional pay)

• UK Lettings experience is a MUST
• Office-based work in CPT
• Ability to work UK based hours
• Excellent communication skills
• Unwavering attention to detail
• Focused on customer experience
• Ability to respond quickly to urgent requests
• Proven time management and prioritising skills; being able to balance many different demands and priorities at once
• Positive attitude
• Calm and unflappable approach
• Able to work with people at all levels and provide upward feedback

• Full administrative support for the Lettings Director, who is UK-based
• Quality control of all administrative processes across the Lettings team
• Prepare accurate correspondence for valuations, offers, instructions, and move-ins when necessary
• Create and manage marketing materials for new and existing properties
• Maintain the company database at all times
• Liaise with contractors and suppliers, and process invoices
• Property Management Cover

• Responsible for the renewal process for a portfolio of properties. This includes liaising with the Lettings Director regarding the current lettings market, negotiating with landlords and tenants, and administering the correct legal documentation.
• Ensuring all necessary compliance documentation for a tenancy remains valid at renewal.
• Keeping the relevant Lettings Director updated regarding renewals regularly.
• Responsible for accepting and processing notices from tenants, informing the landlord and initiating the end of tenancy process.
• Serving necessary notices to end tenancies, including Section 21 notices
• Oversee the checkout arrangements and deposit releases for non-managed properties
• Monthly reporting on renewals and ends of tenancies
• Assisting with any queries from landlords or tenants arising during the tenancy and any queries from the Lettings Team, Property Management and Lettings Accounts

• Oversee the day-to-day running of the Offices both in the UK and SA
• Be a go-to person for general support across the business, assisting with admin and logistics where needed
• Manage office supplies, meeting rooms, and contractor visits
• Answering and directing telephone calls