Lettings and Sales administrator – Crystal Palace


  • Salary: £23000 - £27000 per annum
  • Location: London
  • Contract type: Permanent

Emma Oates


Call me for a confidential discussion

020 3056 0281 Email

My client are an established London based estate agents looking for a sales and letting administrator to to join their head office in Crystal Place. The successful candidate will need at least 1 year’s admin experience within an estate agents.


To complete all sales and lettings administration

To complete all lettings files prior to submission to PM

Answer phones, greet clients, register applicants and take a proactive approach in supporting your team in full

To undertake additional responsibilities as per your individual role

To work in partnership with the lettings teams, covering their lettings admin duties in their absence

Ensure Client Services Information is current, accurate and recorded in line with Best Practice Guidelines.

ARLA qualified


  • Add details to EstateCraft
  • Send out valuation letters
  • Filing – maintain an efficient recall of all correspondence


  • Update details on/add details to EstateCraft
  • Take on-line payment for EPC
  • Notify accounts of EPC payment
  • Produce receipted invoice
  • Ensure signed Contract has been received. If not generate the same on EstateCraft.
  • Create property file


  • Download high resolution photos and update EstateCraft
  • Download floorplan
  • Download EPC
  • Update EstateCraft with full description and bullets
  • Produce brochure and give to Manager for approval by Vendor/ Landlord

Instruction Letters

  • Generate Instruction letter
  • Send letter to Vendor with copy brochure, PMA and Using an Agent form (also Contract if not previously received)
  • Print off brochures for property file
  • Keep a check and chase for the he return of the PMA and Using an Agent with copy ID as specified within the form.
  • Update EstateCraft and covert property to ‘Live’


  • Upload new instructions to website
  • Convert and upload brochure to website
  • Upload floorplan/EPC to website
  • Check websites to ensure all details have been uploaded correctly
  • Upload Properties to Twitter and Facebook as per schedule
  • Take photograph of buyers collecting keys and send to Stephanie

Offer Letters (accepted or not accepted)

  • Update EstateCraft to ensure offer recorded correctly (accepted/not accepted)
  • Update EstateCraft status, as applicable
  • Generate offer letters
  • Upload details to website, as applicable
  • Update window cards with ‘sold’ sticker, if applicable
  • Update files

Sales Letters

  • Update EstateCraft to ensure sale is recorded
  • Update EstateCraft to ensure solicitors details recorded correctly for both parties
  • Generate Sales letters on EstateCraft
  • Re-load to website, if applicable to show property under offer.
  • Ensure window cards updated with ‘Sold’ sticker
  • Update file


  • Record exchange details on EstateCraft
  • Generate invoice number and update EstateCraft
  • Generate Exchange letters and invoice on EstateCraft
  • Notify accounts department of Exchange
  • Update file

Completed & Paid (confirmation of payment received)

  • Update Status on EstateCraft
  • Pay off outstanding balance on EstateCraft
  • If cheque received in branch, notify accounts department. Send cheque with copy invoice to accounts department (keeping copy of cheque for file)
  • Delete from website
  • Close file

Miscellaneous Letters (responsible for producing any other letters within the sale)

  • Sale fall through
  • Sale price change
  • New solicitor instructed in sale
  • Fee change

Withdrawn (property withdrawn from marketing)

  • Update EstateCraft
  • Delete from website
  • Produce withdrawn letters
  • Close file


  • Liaise with Manager and prepare/update Excel spreadsheets
  • Produce mail merge as and when requested by Manager
  • Ensure correct literature enclosed (i.e. flyers)

Office Management

  • Responsibility and accountability (alongside Manager) to ensure offices are immaculate and tidy with clean kitchen and all bulbs working etc.

Hours; 8.45 – 6pm Monday to Friday (8.45am – 7pm Thursdays), 10am – 4pm one Saturday in four (done on a rota and a half day off in lou the week a Saturday is worked)
Salary; between £23,000 & £27,000 dependant on experience plus discretionary £1000 bonus

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Deverell Smith Limited, 2nd Floor, Cannon Green, 1 Suffolk Lane, London, EC4R 0AX Tel: 020 7291 0900