UK Estate Agency Operations and Sales Progression Manager

About Us

We are a UK-based estate agency focused primarily on residential property sales, with smaller volumes of lettings and ongoing property management.

We operate using Vebra ALTO CRM and require someone who understands UK estate agency processes, compliance, and sales progression from instruction to completion.

This is not a basic admin role. We are looking for someone autonomous, detail-driven and commercially aware who can operate without hand-holding.

Important – Please Only Apply If

• You have prior UK estate agency (sales) / property experience
• You have used a property CRM system (ALTO preferred but not essential)
• Your spoken English is excellent and professional on the telephone
• You are confident communicating with UK solicitors, buyers, sellers, mortgage brokers, tenants and landlords
• You can work independently and solve problems without constant instruction

If you are a general VA without UK property experience, this role is not suitable.

Responsibilities – Sales (Primary Focus)

• Sales progression from offer agreed to completion
• Liaising with solicitors, buyers, sellers and brokers
• Chasing memorandum of sale acknowledgements
• Monitoring mortgage offers and searches
• Updating Vebra ALTO accurately and consistently
• Identifying delays and proactively resolving issues
• Referring solicitors to clients where appropriate

Responsibilities – Lettings (Light Volume)

• Offer progression
• Referencing coordination
• Right to Rent compliance
• Tenancy documentation
• Deposit registration reminders

Compliance

• AML checks
• Sanctions checks
• Memorandum of sale documentation
• Understanding of EPC, EICR, Gas Safety and Right to Rent requirements

Operations

• Maintaining CRM hygiene (Vebra ALTO)
• Spotting process gaps and improving them
• Creating systems to prevent repeated issues
• Reducing Director involvement in day-to-day admin

The Type of Person We Need

• Highly autonomous
• Strong attention to detail
• Commercially aware
• Calm under pressure
• Comfortable making decisions
• Proactive problem-solver
• Able to manage multiple property files simultaneously

Compensation Structure
Base Salary:
$500 per month

Commission Structure:

• $50 per successful solicitor referral (paid when the sale completes)
• $100 per completed sale (sales progression from offer to completion)
• $15 per completed letting progression

Quarterly Performance Bonus (Up to $500):

Based on accuracy, CRM hygiene, completion rates, communication quality, initiative shown, compliance adherence and process improvements introduced.

Bonus Tiers:

• Meets expectations: $200
• Exceeds expectations: $350
• Outstanding performance: $500

Telephone Requirement

You will regularly communicate with UK professionals and clients. Your spoken English must be clear, confident and professional. Applications without a voice recording will not be considered.

Application Process

Shortlisted candidates will complete:

• A paid test task involving a mock UK property file
• A short video or voice interview
• CRM understanding assessment

Working Hours

UK business hours 10am – 5pm.

To Apply

Please include:

• A short summary of your UK property experience
• The CRM systems you have used
• A voice recording introducing yourself
• The word “ALTO” in your subject line