[Hiring] Lettings Property Administrator @Datafin IT Recruitment

Role Description

Our client is a luxury real estate company based in Kensington, London, offering bespoke property services across Sales, Lettings, Property Management, Sourcing and Investment. The business works with an exclusive network of sophisticated local and international clients who value discretion, market intelligence and a highly personalised approach to real estate.

This is an opportunity to join a growing, forward-thinking team of experienced real estate professionals. Our client is seeking an exceptionally organised, proactive and tech-savvy Sales Administrator to provide comprehensive administrative and operational support across its sales, lettings and wider business functions.

The successful candidate will play an integral role in ensuring a seamless customer journey, maintaining accurate CRM and property records, coordinating transaction administration and supporting the effective use of digital platforms and business systems. The role will also involve leveraging AI and automation tools to streamline workflows, improve efficiency and support the continued growth of the business.

Qualifications

• Previous experience in a Sales Administrator, Property Administrator, Real Estate Administrator or similar administrative role.
• Experience working in a real estate or property environment would be advantageous.
• Strong administrative and organisational capabilities, with exceptional attention to detail.
• Experience managing CRM systems, databases and digital records.
• Understanding of sales and lettings administration, property transactions and client onboarding would be beneficial.
• Exposure to AML checks, client due diligence and compliance documentation.
• Experience with invoicing, payment tracking and financial administration.
• Knowledge of Xero would be advantageous.
• Proficiency in Microsoft Office and digital collaboration platforms.
• Experience using OneDrive and workflow management tools.
• Knowledge of Asana or Monday.com would be preferable.
• Comfortable adopting AI tools and automation technologies to improve business processes.
• Excellent written and verbal English communication skills.
• Ability to work remotely and manage responsibilities independently.
• Availability to work Monday to Friday, 09:00 to 18:00 UK time.

Requirements

• Manage and maintain CRM systems, ensuring data accuracy, record integrity, tagging and effective database management.
• Conduct Anti-Money Laundering (AML) checks and client due diligence.
• Support the onboarding of vendors, buyers, landlords and tenants.
• Maintain accurate client and property records across relevant systems.
• Support website reviews and property listing updates.
• Prepare and distribute introductory packs to prospective clients.
• Coordinate property viewings, inspections and appointments.
• Prepare and draft contracts, sales documentation and contract summaries.
• Create Vendor Consultation Reports and manage associated contract administration.
• Support tenancy referencing and ensure compliance documentation is maintained.
• Coordinate tenancy progression for lettings transactions.
• Manage change-of-ownership processes, including utility transfers and property handover administration.
• Provide administrative support throughout the sales and lettings transaction lifecycle.
• Prepare information for bi-weekly vendor updates and implement changes arising from weekly register reviews.
• Generate and distribute ad hoc sales reports.
• Manage Xero invoicing, payment tracking and financial reporting.
• Maintain sales trackers and cash flow reports.
• Compile and prepare relevant data for sales meetings.
• Ensure financial and sales administration records remain accurate and up to date.
• Organise and maintain digital files, workflows and documentation across OneDrive, Asana and their application.
• Support the wider sales, lettings and operations teams with general administrative requirements.
• Leverage AI and automation tools to streamline processes, improve workflows and enhance operational efficiency.
• Identify opportunities to improve administrative processes and the effective use of business systems.

Benefits

• Proactive and forward-thinking, with the ability to anticipate requirements and take initiative.
• Highly organised, methodical and detail-oriented.
• Technologically savvy, adaptable and enthusiastic about using digital tools, AI and automation.
• Strong written and verbal communication skills.
• Service-focused, with a commitment to delivering an exceptional client experience.
• Calm under pressure, with the ability to prioritise competing deadlines and responsibilities.
• Resourceful and solutions-oriented, with the confidence to identify and address challenges.
• Accountable and comfortable taking ownership of responsibilities.
• Collaborative and team-oriented, with the ability to support multiple business functions.
• Professional and discreet when handling confidential client and business information.
• Flexible and adaptable within a growing, fast-paced business environment.