Lettings Operations Coordinator

Lettings Operations Coordinator

Location – Reading

Salary - £27k

Our client is a fast-growing provider of high-quality, professionally managed rental homes in the UK.

As a Lettings Operations Coordinator, you'll play a critical role in ensuring a smooth, customer-focused journey from reservation to move-in for new tenants. You will be responsible for managing the administration of new and renewing tenancies, reducing void periods, and maintaining high occupancy rates and up-to-date tenancy records. You’ll act as a key liaison between tenants, the lettings team, and internal stakeholders to ensure all processes are handled efficiently and compliantly.

Key Responsibilities

• Administer tenancy files from reservation through to move-in, ensuring all deadlines are met.
• Oversee tenancy renewals, communicating clearly with tenants on renewal options and timelines.
• Coordinate the referencing process, ensuring timely follow-ups and the receipt of satisfactory references.
• Act as the main point of contact for applicants during the referencing and pre-tenancy phase.
• Draft and issue tenancy agreements, process upfront payments, and set up Direct Debits for rent collection.
• Maintain and update the tenancy progression database, ensuring accurate and real-time file status tracking.
• Proactively engage with tenants nearing the end of their lease agreements to discuss renewal options and negotiate terms
• Prepare and send lease renewal notices in accordance with company policies and legal requirements
• Prepare and issue compliance documentation in accordance with legal and regulatory requirements.
• Monitor and manage the progression process to minimise void periods and maximise revenue.
• Provide exceptional customer service throughout the move-in process to ensure tenant satisfaction.
• Support the wider Lettings Team with ad hoc duties and collaborative goals.

What We're Looking For

• Previous experience in lettings, property management, or customer service roles preferred
• Excellent organisational skills and attention to detail, with the ability to manage multiple tasks and priorities effectively
• Proficiency in Microsoft Office suite and CRM software
• Knowledge of landlord-tenant laws and regulations, particularly related to lease agreements and renewals
• Ability to work independently and collaboratively within a team environment
• Proactive and solution-oriented mindset, with a commitment to delivering exceptional service to residents
• Flexibility to adapt to changing priorities and work under tight deadlines