Lettings Coordinator

About Expedock

We are a tech-enabled workforce augmentation platform leveraging top 1% offshore talent & cutting edge technology to enable businesses to unlock their full potential.

Who We Need

The Lettings Coordinator plays a vital administrative and operational role in ensuring the smooth running of the lettings process. Serving as the primary engine behind property listings, tenancy progression, and client onboarding, this role bridges the gap between Landlords, Tenants, and Lettings Negotiators. The ideal candidate is highly organized, detail-oriented, and capable of managing fast-paced administrative workflows while delivering exceptional customer service.

Key Responsibilities

1. Tenancy Administration & Progression

• Draft and send offer letters, tenancy agreements, and statutory compliance documents.
• Manage the end-to-end reference checking process for prospective tenants via third-party vetting providers.
• Collect and verify required move-in funds (holding deposits, security deposits, and advance rent).
• Coordinate move-in logistics, including inventory checks, key handovers, and utility transfer notifications.

2. Compliance & Marketing Administration

• Ensure all listings comply with local housing regulations, safety laws (e.g., Gas Safety, EPC, EICR, Smoke & CO alarms), and anti-money laundering (AML) checks.
• Prepare property details and register new listings on real estate portals (e.g., Zillow, Rightmove, Zoopla, or MLS) and the company website.
• Coordinate photography, floor plans, and Virtual Tours with third-party vendors or internal media teams.

3. Client & Tenant Communication

• Act as the first point of contact for telephone, email, and walk-in enquiries regarding rental properties.
• Update Landlords and Tenants regularly on the status of tenancy applications and pending documentation.
• Handle initial tenancy renewal paperwork, lease extensions, and check-out administration.

4. Property Management Support & System Maintenance

• Maintain accurate, up-to-date client records and property files within the CRM system (e.g., Reapit, AppFolio, Buildium, MRI, or Salesforce).
• Assist Property Managers with initial maintenance registration or key management logs as needed.
• Track deposit registrations with statutory deposit protection schemes.

Key Qualifications & Skills

• Experience: 1–2+ years of administrative experience, preferably within real estate, property management, or lettings.
• Compliance Knowledge: Familiarity with residential lettings regulations, fair housing laws, and tenancy deposit schemes.
• Software Proficiency: Hands-on experience with real estate CRM platforms (e.g., AppFolio, Reapit, Yardi), e-signature tools (DocuSign), and Microsoft Office/Google Workspace.
• Communication: Excellent written and verbal communication skills with a customer-centric approach.
• Organization: High attention to detail with the ability to prioritize tasks in a fast-paced, multi-deadline environment.

Technical Requirements

• Fiber internet (PLDT Fiber, Converge, Globe Fiber, etc.) - recommended speed of 100/50 Mbps
  
• Backup internet (mobile hotspot or secondary ISP) capable of at least 20 Mbps
• Quiet, conducive home workspace
• OPTIONAL: Wired Ethernet connection preferred during work hours
• OPTIONAL: Power backup (UPS) if the location experiences frequent outages

Why Expedock

• HMO coverage and leave credits become available after three months of engagement.
• Supportive Remote Environment: Work from home alongside a collaborative team that values growth and mutual success.
• Structured Engagement & Training: Start strong with a structured engagement program and client-specific training designed to help you quickly master your assigned workflows.

Candidate Data & Privacy Notice

By submitting your application to Expedock, you acknowledge and consent to the collection, use, and processing of your personal information for recruitment and hiring purposes. Your information will be used to:

• Evaluate your qualifications and suitability for current and future roles
• Communicate with you throughout the recruitment process Improve our hiring processes and overall candidate experience
• Maintain talent pools for future opportunities, where permitted by law

We handle candidate data with care and in accordance with applicable data protection and privacy regulations. Your information will only be accessed by authorized team members and will not be shared with third parties without your consent, unless required by law.