Estate Agency Administrator

Nexus ERP Limited; Leicester; On-site; GBP 19,000 - 27,000; Full time

Job summary

Nexus ERP Limited is seeking an Estate Agency Coordinator Administrator in Leicester to act as the central contact for buyers and tenants, coordinating registrations, viewings and valuation appointments. The role emphasises accurate data handling, strong communication and excellent customer service.

You will support the Sales and Lettings teams, maintain CRM records and ensure timely follow-up on enquiries, with a Monday to Friday pattern and occasional Saturday hours as required by the team.

Qualifications

• Experience in estate agency, lettings or customer service roles is desirable.
• Excellent telephone manner and communication skills.
• Strong organisational and time-management abilities.
• Accurate data entry and CRM experience preferred.

Responsibilities

• Answer inbound calls and manage enquiries from sales and lettings applicants.
• Register buyers and tenants on the CRM system and record their requirements.
• Schedule viewings and coordinate valuation appointments as needed.
• Support Sales and Lettings teams with enquiries and follow-ups.

Skills

Telephone manners

Communication skills

Organisational skills

Time management

Data entry

Customer service

Tools

CRM systems

Microsoft Office

Job description

Estate Agency Coordinator Administrator - Leicester - Salary Negotiable dependent on experience

My client is a leading independent Lettings and Estate Agency brand who have been established in the Leicester area for many years. They pride themselves on their reputation for delivering outstanding customer service and they believe in bringing together traditional values, the latest technology and a real passion for people and property. They are currently looking for an Estate Agency and Lettings Coordinator Administrator who will act as a central point of contact for new and existing sales and lettings applicants.

The role is responsible for answering inbound calls, registering buyers and tenant applicants accurately, understanding their property requirements and arranging suitable viewings. The successful candidate will also support the Sales and Lettings teams by responding to enquiries, identifying potential valuation opportunities, and booking valuation appointments.

This is a busy, customer-focused role requiring excellent communication, organisation, and attention to detail.

Key Responsibilities

Applicant Registration and Viewings

• Respond promptly and professionally to sales and lettings enquiries received by telephone, email, property portals and thewebsite.
• Register all prospective buyers and tenants accurately on the CRM system.
• Establish applicants’ requirements, including preferred location, property type, budget, timescale and position.
• Discuss suitable available properties with applicants.
• Arrange and confirm sales and lettings viewings.
• Match newly registered and existing applicants with suitable properties.
• Update applicant requirements and records following conversations or changes in circumstances.
• Ensure applicants receive a professional and helpful service throughout their property search.

Valuation Appointment Support

• Identify potential sellers and landlords during applicant and enquiry conversations.
• Gather the relevant information required for sales and lettings valuation enquiries.
• Support the team by booking valuation appointments into the appropriate diary.
• Pass qualified valuation opportunities to the relevant valuer or team member.
• Follow up outstanding valuation enquiries when required.
• Ensure valuation records and appointment details are entered accurately onto the CRM system.

Telephone and Enquiry Management

• Answer inbound telephone calls promptly and professionally.
• Establish the reason for each call and direct it to the appropriate person or department.
• Take clear and accurate messages when team members are unavailable.
• Respond to general sales and lettings enquiries and provide appropriate information.
• Ensure urgent or time-sensitive enquiries are escalated promptly.
• Maintain a consistently positive and professional first impression.

Administrative and Team Support

• Maintain accurate and up-to-date records of all applicants, enquiries, appointments and client interactions.
• Ensure no new applicant or enquiry is missed or left without a response.
• Support the Sales and Lettings teams with appointment coordination and general administration.
• Work closely with negotiators, valuers and property managers to provide a smooth customer journey.
• Assist with outbound applicant calls, property matching and enquiry follow-up when required.
• Follow procedures and all relevant estate agency regulations.

Skills and Experience

• Previous experience within estate agency, lettings, sales, customer service or a telephone-based role is desirable.
• Excellent telephone manner and communication skills.
• Friendly, confident and professional when speaking with clients.
• Strong organisational and time-management skills.
• Ability to manage several enquiries and appointments in a busy environment.
• Strong attention to detail and accurate data entry skills.
• Comfortable using CRM systems, email and Microsoft Office.
• Proactive approach with the confidence to identify potential business opportunities.
• Reliable, positive and able to work effectively as part of a team.
• An understanding of the importance of excellent customer service and timely follow-up.

Monday to Friday – 9 am – 5:30 pm and two Saturdays per month, working 9 am – 2 pm