Office Coordinator for well known Estate Agency


  • Salary: £20000 - £25000 per annum
  • Location: London
  • Contract type: Permanent

Anna Rickenberg

Senior Consultant

Call me for a confidential discussion

0203 056 1211 Email

My well known client are currently looking for an Office Coordinator to join their fun, vibrant team. The Office Coordinator needs to be outgoing and interested in the property market. This role reports into the Sales and Lettings Managers.

  • Cover the phones whilst sales and lettings teams are in the morning meeting (8.45 for approximately half an hour)
  • Cover the phones whilst the sales and lettings are calling out between 10.00-12.00 At all other times in the day the office coordinator should be the last person to pick up the phone
  • Ensure key books are out first thing in the morning and locked away at night. Chase up keys signed out to other agents at the end of each day.
  • Send out valuation and instruction letters for both sales and lettings
  • Add valuations and instructions to VECO (operating system) for both sales and lettings. Merge valuation/instruction letters.
  • Instruction for sales- create drop down file, order and upload photos, floor plans, epc, ensure money laundering and property information is on file. Instruction for letting- create drop down file, order and upload photos, floor plans, epc, (ensure terms, landlord id and epcs are in drop down files)
  • Order window cards for both and sales letting departments
  • Create brochures for sales and letting properties (for lettings create brochures via VECO for properties less than £1,000 per week- over £1,000 send details for brochures to marketing department to create
  • Ensure on a weekly basis that there are sufficient property details in the drop down files for both sales and letting properties
  • Order boards for both sales and lettings on request
  • Liaise with Eurolink/VECO re IT issues for both sales and letting department.
  • Create valuation packs for sales and lettings (flats and houses comparables packs)
  • Liaise with Lettings Manager and the Sales Manager respectively re advertising
  • Raise sales memos
  • Raise exchange letters, record/update exchange/completion book, send copy invoices to accounts
  • Produce sales and lettings lists
  • Update/correct details, duplications on VECO
  • Recycling on Tuesday morning
  • Post – sort in the morning and make sure mail is franked and in the post box each day by 5:30.
  • Create data sources for Citrus Blue (mail campaign)
  • Progress mail outs
  • Keep petty cash accounts
  • Stationery orders
  • General office issues- ie maintenance issues, window cleaner, light bulbs needed etc etc
  • Run lettings files for move ins under 5 days (applying for references, generating TA’s, organising gas safety/check in/clean etc…)
  • Order postcards touts for the road as soon as something has been let


Salary £20,000 – £25,000

Please contact Anna Rickenberg on 0203 056 1211 if you would like a further chat.

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