Lettings Coordinator - North West London

Lettings Coordinator - North West London

Our client, a successful and family-owned private real estate group in North West London, is known for developing and managing their own properties and for their dynamic residential projects across popular commuter areas in East London.

They are currently seeking an experienced Lettings Coordinator to join their dedicated team. The ideal candidate will bring 2-3 years of experience in a similar property administration or lettings coordination role, ideally within a boutique, independent agency. This position reports directly to the company’s Co-Founders and will handle all aspects of pre-tenancy administration.

• Salary: £30,000 - £33,000 depending on experience
• Working Hours: Monday - Friday, 9:00 am - 5:30 pm
• Contract: Full Time, Permanent

• Provide comprehensive administrative support for a growing portfolio of 200-230 rental properties.
• Manage pre-tenancy administration for new lettings and renewals, ensuring all is completed promptly.
• Coordinate with tenants, maintenance teams, contractors, and external estate agents to ensure properties meet quality and compliance standards.
• Oversee the setup and compliance of tenancy documentation before tenancy start dates.
• Assist the lettings team throughout various stages of the lettings process.
• Update Trello for ongoing lettings tasks and manage tenancy records in the Alto database.
• Prepare tenancy agreements via DocuSign and manage tenancy deposit registrations.
• Track furniture stock levels, send furniture requirements, and organize pre-tenancy works.
• Conduct tenant referencing, monitor move-in payments, and address tenant queries by phone and email.
• Arrange and monitor certificates and inspections (EPCs, Gas Safety, EICRs).
• Schedule inventory check-ins and check-outs and maintain accurate spreadsheets and records.
• Handle invoice tracking, franking mail, and generating management reports.
• Order office supplies and keep the office well-stocked.
• Assist with website updates and coordinate property access for viewings and inspections.
• Address utility-related queries and manage other miscellaneous administrative duties.

• 2-3 years of experience in property administration or a similar role.
• Strong understanding of the lettings process and pre-tenancy requirements.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office, especially Excel.
• Self-motivated, proactive, and comfortable working both independently and in a close-knit team.
• Experience with property CRM systems like Alto, LetMC, or Reapit.
• Highly organised with a keen attention to detail.
• A strong desire to grow and develop within the real estate industry.