Lettings Virtual Receptionist

We are looking for a reliable, detail-oriented, and professional Virtual Receptionist to support a

busy lettings department for our UK based client. You will be the primary point of contact for prospective tenants, handling

calls and enquiries, coordinating viewings, following up with applicants, and managing

documentation. Your role will ensure that the Lettings Manager remains informed and supported

throughout the lettings process

• Handle all incoming calls related to property listings and advertisements.
• Respond to general enquiries from prospective tenants with accurate and timely information.
• Make outbound calls to applicants in response to requests, document queries, or to provide updates.
• Qualify leads and escalate complex queries to the Lettings Manager.
• Manage the Lettings Manager’s calendar and schedule property viewings.
• Coordinate times with prospective tenants, landlords, and current occupants.
• Send confirmations, reminders, and follow-up communications for all appointments.

• Ensure all submitted documents are accurate, complete, and compliant.
• Follow up with applicants to resolve document errors or request missing information.
• Provide regular status reports to the Lettings Manager on enquiries, bookings, and applicant progress.
• Maintain accurate call logs and enquiry records.
• Notify the Lettings Manager of any urgent matters such as cancellations, compliance issues, or high-interest properties.

Required Skills & Attributes:

• Experience in a lettings, property, or customer service/receptionist role.
• Excellent telephone manner and strong communication skills.
• Ability to manage calendars and appointments using online tools.
• Strong attention to detail, especially when reviewing legal or tenant documentation.
• Self-motivated with strong organisational and multitasking abilities.
• Tech-savvy and comfortable working with various digital tools such as CRMs, and MS Suite, Arthur Online, Inventory Hive.