Opportunity Description
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.
Team Overview
Key Responsibilities of the Role
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
Skills, Knowledge and Experience
You will receive comprehensive training on your role, but ideally we are looking for someone with:
• Excellent IT skills, including Excel, Power Point, Word, etc
• Have an ability to multi-task
• Excellent written and communication skills
• Ability to work effectively in a fast paced environment individually and as part of a team
• Strong organisational skills
• Confident in dealing with clients
• Excellent telephone manner
• Ideally be ARLA licensed/achieved the NFOPP Technical Award (not essential)
• Enthusiasm to do a good job
Assessment applicants can expect during selection
• I/2/3 stage interview
• Presentation
• Personality Profile
Our network of highly qualified and experienced Facilities Managers is integral to the service delivery of effective property management on behalf of Savills, in line with business guidelines, industry regulation and best practice. The Regional Facilities Manager (RFM) will act as the lynchpin between the site-based management team, service partners and the management surveying team.
The service is provided not just by an individual RFM but with the support of a central network of highly experienced and skilled professionals providing a range of services and facilitating access to Savills central resources: Regional Director, administration and co-ordination support, holiday and absence cover.
In partnership with the Management Surveyor the RFM delivers high-quality property management services to the benefit of Savills’ clients and occupiers. They actively manage risk and liability by ensuring full statutory and legal compliance through regular inspection and audit, preventing and acting on risk by working in conjunction with our service partners. Supply partner management is key, and they ensure excellent service levels to maintain the property with a planned, preventative approach.
Usually, Building Managers work with the RFM to deliver this service at site level. The Building Management role is very important: they are the day-to-day face of Savills to the occupiers and service partners on that property, they manage the immediate site operation, and they are the link between the occupiers and the business. Whilst the role is different to the RFM they work in partnership to keep the property compliant and safe, but also to enhance the engagement between occupiers by arranging building wide events, creating a sense of place in the property and delivery best in class building management.