Branch Coordinator - Fulham

  • Location
    London, Greater London
  • Category
    Admin. Secretarial and PA - Administrator
  • Contract Type
  • Salary
    £ 22000 - £ 27000 / Year
  • OrganizationType

Branch Coordinator

Salary: up to £27,000

Location: Fulham

You will be working for a well established, leading property company based in the heart of Fulham

Fantastic transport links, Long established team

Branch Job Purpose

To help your branch achieve its targets by providing an efficient, responsive and customer focused administration service to the sales and lettings teams.

You will achieve this by ensuring branch administration is completed accurately, in a timely manner and to a consistently high standard in line with company policy and procedures and all relevant regulatory and legal requirements.

Key Accountabilities

  • Answer the telephone in accordance with company service standards and forward calls to the appropriate colleague or take and pass on messages when appropriate.

  • Monitor the branch generic email and voicemail accounts daily. Forward emails and messages to the relevant colleague and deal with any you have the authority to respond to directly. Save any communication to Openhouse or RADAR as appropriate.

  • Attend alternate branch morning meetings to ensure you are aware of: all valuations and new instructions, changes to existing instructions, the progression of all live sales and completions due that day. Raise any issues that the team may be able to support you in moving forward.

  • Produce client valuation letters within 24 hours, using the information provided by the sales or lettings valuer and enter the details of all valuations into Openhouse / RADAR. Email and post to the client.

  • Prepare valuation packs and ensure these are always in stock.

  • Generate instruction letters and send these to the relevant clients at the direction of the sales or lettings team. Follow up to ensure all new client compliance is completed (i.e. EPCs and ID checks), relevant documents have been returned including the terms of business and chase the client directly to achieve this, if necessary.

  • Ensure files are created for all new instructions, containing all relevant documentation including verified identification details.

  • Upload all new instructions onto the nominated property portals, order the window card from the relevant supplier and ensure the details of all new properties are prepared for display on the branch's LCD screen.

  • Ensure the Openhouse, RADAR and the nominated property portals remain up to date, making any changes to instructions as required.

  • Respond to any requests from Head Office Marketing to supply them with property details required for media marketing opportunities.

  • Support with client, buyer and applicant ID verification checks, including obtaining a Land Registry Title Report and recording identity and proof of address documents in the relevant file.

  • Record client, buyer and applicant details, only when a Branch Director, Valuer or Negotiator is unavailable to do so and pass the details to the relevant team / individual.

  • Liaise with the Branch Director to initiate Local Area Marketing activity as required and place the online order to ensure that the activity is followed through. Provide the Sales Branch Director with any relevant updates on the campaign as necessary. For sales only

  • Produce the property particulars incorporating the valuer's property description and send to the client for their approval prior to marketing.

  • Once marketing material and property details have been approved, mail out new instructions and price reductions, or for other properties as directed by the Branch Director, to potential buyers with matching requirements.

  • Register all offers for properties the branch is marketing on Openhouse and ensure that all offers are confirmed both to the vendor and buyer within 24 hours of the offer being made.

  • Send the Memorandum of Sale to all parties once the sale has been agreed and file all rejected offers, as necessary.

  • Update Openhouse and the branch property files throughout the sales process to ensure that information is accurate and complete including changes to sale prices and other remarketing activity.

  • Send out Exchange Letters to vendors and buyers on a timely basis and the company's invoice to the vendor and their solicitor. Change the status of the property on Openhouse accordingly to ensure the market is aware that the property has been sold.

  • Ensure that the monthly vehicle location report is completed and submitted to Facilities on a regular basis as stipulated.

  • Maintain and replenish, as necessary company stationery, including business cards, and office supplies and act as a point of contact for all issues relating to office equipment in the branch.

Professional skills and experience

  • Has a track record of success in an administrative role

  • Experience of working in a customer facing role and is used to dealing with customers by telephone, email and face to face.

  • Has an understanding of the regulatory framework the business operates in and ideally has some experience of working within it.

  • Clear and concise communication skills both verbal and written, particularly in composing emails to a professional business standard.

  • Numerate and is able to check that fees and rent have been calculated correctly.

  • IT literate - Word, Excel and experienced in using a relevant estate agent's customer information system e.g. Openhouse and RADAR and maintains expertise in its use. Attributes

  • Approachable, listens and is customer focused. Understands the need to support colleagues to deliver high customer service standards.

Office Angels acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. Office Angels UK is an Equal Opportunities Employer.

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To speak to a recruitment expert please contact Joan Collins