Trainee – Graduate – Customer Liaison Coordinator – Residential Lettings – Kent

Permanent Tunbridge Wells, Kent | £22k to £25k Inc Benefits

Job Posted: 2015-11-04 04 November 2015 Closing date for applications: 04 January 2016

Job Description

This estate agency is one of the most respected estate agencies in the UK. They are currently looking to recruit a Customer Liaison Coordinator to support their highly successful team in their Tunbridge Wells office. Although previous admin experience would be preferred, the client is willing to consider candidates without experience.

Key Activities:

Landlord and Applicant Care:

  • Deal with all incoming calls as appropriate
  • Applicant care in line with company procedures
  • Efficiently deal with Landlord and Tenant enquiries
  • Visiting all properties available to let within 24 hours of instruction
  • Registering applicants on the phone and walk ins
  • Meet and greet all people entering the office as appropriate
  • Organising viewings
  • Carrying out viewings as required and establishing rapport with applicants
  • Feedback to Landlords, Tenants and Applicants following viewings
  • Updating the Reapit with feedback regularly
  • Weekly matching of applicants and twice weekly applicant call out
  • Calling through archived applicants
  • Maintain database of relocation agents in the area


  • Booking in pitches taking all of the necessary information
  • Upload pitch onto Reapit as a market appraisal
  • Confirm pitch appointment
  • Preparing pitch packs
  • Preparing comparables as appropriate
  • Sending pitch reports and letters as requested by HOD
  • Arranging for re-evaluation by HOD for any re-lets and prepare for remarketing
  • Ensure the team  is aware of any terminations and the relevant action is in place
  • Prepare new properties for marketing
  • Liaising with photographers regarding appointment

On instruction:

  • Prepare new properties for marketing
  • Liaising with photographers regarding appointment
  • Arranging photography with Landlords, Tenants and Photographer
  • Energy performance certificates and floor plans and insert all onto Reapit and Web
  • Making brochures for the properties
  • Send brochure to Landlord for confirmation of agreement to live advertising
  • Prepare window cards


  • Understanding of Reapit
  • Archive Landlords, applicants and properties as necessary
  • Add new properties and pitches
  • Management of computer data keeping property information up to date


  • Liaise with the deal progression team to ensure all the file work ready before move in and signed off by the HOD
  • Liaising with the administrator regarding smooth running of the office including stationary ordering etc
  • Sorting through post and franking daily
  • Maintain comparable database
  • Keeping the property list up to date weekly
  • Stationary to be ordered for example: Umbrellas and Key rings
  • Tenant and Landlord guides
  • Welcome bags to be arranged and contents to be ordered and purchased
  • Arrange gifts for Landlords and Tenants as appropriate
  • Maximising cross selling
  • Processing/approving office invoices including photography, leaflet distribution, advertising and tenant referencing
  • Manage the To Let and Let By boards for available properties
  • Key manager – logging keys in and out and adding new keys

Advertising and Marketing:

  • Liaising with marketing representative and sales
  • Liasing with the PR representative on a weekly basis regarding story opportunity
  • Book advertising and produce adverts in conjunction with the Lettings Manager
  • Produce and organise mail drops and flyers in conjunction with the Lettings Manager
  • Ordering and updating stock
  • Maintaining marketing folder of what has been sent, where, roads response etc
  • SPRINT brochures online
  • SPRINT team cards
  • Maintaining records of and creating the weekly adverts in conjunction with the HOD
  • Maintaining records of and help generate PR opportunities in conjunction with the HOD
  • Monitor and maintain presence on websites

The ideal candidate should have a strong personality, be punchy and vibrant, highly organised and efficient administrator who can work well under pressure and to strict deadlines. They also need to be confident and have excellent communication skills whilst dealing with clients both in person and over the phone.

Salary will be dependent on experience, but the basic salary will be in the region of £22,000 to £25,000 plus bonus. The hours of work will be from Monday to Friday, 9am to 6pm.

For further information on this exciting career opportunity, please apply on line now via this webpage and we will get back to you immediately. Alternatively, please feel free to contact us in confidence on 01784 451464, or email us:


This job is now closed