Senior / Associate Office Coordinator - Lettings

Chestertons Estate Agency
Senior / Associate Office Coordinator – Lettings

 Location: Canary Wharf (South Quay)

Working Pattern: Full-time, with one day working from home upon successful completion of initial training period
Salary: £26,000 – £31,000 per annum

Role Overview

We are seeking a highly organised and proactive Office Coordinator to support our dynamic Lettings team in Canary Wharf. This role is pivotal in ensuring the smooth day-to-day support of the team, delivering exceptional client service, and providing comprehensive administrative and operational support across the lettings lifecycle.

Key Responsibilities

Administrative & Lettings Support

• Maintain and manage all lettings documentation, including property listings, compliance records, tenancy agreements, and pre-offer information
• Accurately update and manage internal databases and CRM systems with property details, applicant records, and tenancy progression
• Coordinate and schedule property viewings, valuations, and client meetings, ensuring efficient diary management across the team
• Handle all incoming and outgoing correspondence (email, telephone, and post), ensuring timely and professional communication

Client Experience & Customer Service

• Act as the first point of contact for clients, providing a welcoming and professional front-of-house experience
• Respond to applicant and landlord enquiries with detailed and accurate information regarding available properties and services
• Proactively manage and resolve client queries or issues, maintaining a high standard of service and client satisfaction

Lettings & Marketing Support

• Assist in the preparation, upload, and ongoing maintenance of property listings across online platforms and internal systems
• Support marketing initiatives, including brochure preparation, window displays, and local promotional activities
• Coordinate with photographers, contractors, and third parties to ensure properties are marketed to the highest standard
• Prepare and distribute performance reports, including lettings activity and pipeline updates, for senior management

Office Operations & Coordination

• Ensure the office environment is consistently presented to a high professional standard, including organisation and stock management
• Act as a central point of coordination between the lettings team and other departments, ensuring seamless communication
• Support compliance processes, ensuring all lettings activities adhere to current legislation and company policies (e.g. AML, Right to Rent, deposit regulations)

Systems & Technology

• Utilise CRM systems to effectively manage client relationships, track enquiries, and monitor deal progression
• Maintain a high level of proficiency in Microsoft Office and relevant property software systems
• Support the team in adopting and using internal systems efficiently and accurately

Candidate Profile

• Previous experience within estate agency or lettings administration
• Highly organised with strong attention to detail
• Excellent communication and interpersonal skills
• Ability to manage multiple priorities in a fast-paced environment
• Proactive, professional, and client-focused approach

Chestertons: Established for over 200 years, Chestertons is a successful London-based estate agency with over 30 branches across the capital. We are a highly-respected authority on London property and take pride in our reputation as an innovative and dynamic business.

Campions: Campions is one of the fastest growing sales and lettings agency groups in the UK. It currently includes the Chestertons, Chase Buchanan, Retirement Homesearch and Campions Lettings & Management brands which collectively sell, rent and manage thousands of properties across the country every year.

Perks That Make a Difference:

Benefits: Employee assistance programme, competitive holiday allowance + public holidays, charity matching and payroll giving, contribution towards eye care tests, annual flu vaccination vouchers, birthday leave, health cash plan plus a range of other additional benefits that are linked to specific job grades.

We are an equal opportunities employer, we welcome applications from everyone who is excited by the opportunity to join us. At Campions, we are committed to creating a diverse and inclusive workplace. We will thoroughly consider all applications without attention to ethnicity, religion, sexual orientation, gender, identity, family or parental status, national origin, veteran status, neurodiversity status, or disability status.