Property Management Coordinator – UK Rentals (Remote)

About Us

We are an established UK property management and lettings company managing residential rental properties end-to-end. We focus on efficient operations, strong systems, and excellent service for our tenants. Our team values accountability, speed, and attention to detail.

About the Role

We are seeking a highly organised, outcome-driven Property Management Coordinator to oversee lettings operations and day-to-day property management. This role is central to the business - you will manage tenant enquiries, coordinate viewings, maintain listings, handle maintenance workflows, schedule contractors, and ensure nothing falls through the cracks.

Performance is measured on speed, accuracy, organisation, and conversion support. This is a full-time, long-term remote role aligned with UK working hours.

Key Responsibilities
Lettings & Tenant Enquiries
- Log and manage all inbound tenant enquiries across platforms
- Make first contact by phone (script provided); follow up via WhatsApp Business, OpenRent, and email
- Pre-qualify applicants (budget, move-in date, occupation, household size, guarantor status)
- Classify leads (Hot / Warm / Cold) and maintain accurate records in Google Sheets / CRM
- Book, confirm, and follow through on property viewings, coordinating applicant and agent availability
- Prepare clear lead briefs for viewing agents
- Send screening messages, reminders, and follow-ups to maximise attendance and conversions
- Record every interaction to ensure full visibility and accountability

Property Ads & Listings
- Create, update, and manage property adverts across lettings portals
- Ensure listings are accurate, well-presented, and up to date

Property Management & Maintenance
- Log and manage maintenance requests via Fixflo
- Liaise with tenants and contractors to ensure timely resolution
- Schedule and track cleaners, inventories, inspections, check-ins/outs, and compliance checks
- Confirm job completion and update records accordingly

Calendar & Operations Management

- Manage multiple Google Calendars for agents and contractors
- Coordinate diaries to ensure smooth daily operations
- Monitor task progress and proactively chase outstanding actions

Admin & Documentation

- Rename, organise, and file documents correctly in shared folders
- Support basic bookkeeping and data entry using property management systems
- Handle inbound and outbound calls and emails professionally

Metrics & Reporting

Track and report on key KPIs, including:
- Enquiries per property
- Viewings per property
- Conversion rates (enquiry ? viewing ? tenancy)
- Weekly reports covering lead flow, attendance, conversions, pending tasks, and risks

Requirements

- 2+ years’ experience in UK lettings, property management, or a similar fast-paced operations role
- Excellent written and spoken English (confident on calls, WhatsApp, and email)
- Strong proficiency with Google Workspace (Sheets, Docs, Calendar, Gmail); Excel and Word required
- Experience managing multiple calendars and workflows simultaneously
- Familiarity with CRM tools and Fixflo preferred
- Highly organised, detail-oriented, proactive, and reliable
- Ability to work UK hours (9:00–17:30) with flexibility for occasional evenings/weekends on rotation

What We Offer

- Competitive salary: $600–$800/month, depending on experience
- Paid 7-day trial to demonstrate capability
- Clear, outcome-based KPIs (speed, accuracy, conversion support)
- Growth pathway into Senior Coordinator or Senior Property Manager roles
- Stable, long-term remote position with a UK-based company

How to Apply

Applications without the form below will not be reviewed.

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Shortlisted candidates will be invited to a paid trial.

Please also submit:
- Your CV
A short video (up to 60 seconds) introducing yourself and outlining:
- Your property management or lettings experience
- Tools and systems you use
- Your typical daily workflow