Sales & Lettings Administrator

The Job Shop Recruitment Service SW Ltd; Highweek; On-site; GBP 60,000 - 80,000; Full time

Job summary

A recruiting agency in South Devon is looking for a highly organised Sales & Lettings Administrator. This office-based role involves managing sales and lettings administration, ensuring compliance, and providing invoicing support. Candidates should be exceptionally organised, detail-oriented, and proficient in CRM systems and Xero. The working hours are Monday to Friday, with possible flexible hours if the candidate can efficiently manage their workload. Competitive salary offered based on experience.

Benefits

Competitive salary

Training on internal systems and processes

Qualifications

• Exceptionally organised and accurate under pressure.
• Strong compliance mindset and attention to detail.
• Proactive, calm, and professional communicator.

Responsibilities

• Maintain and update the sales pipeline daily.
• Ensure sales files are compliant and audit-ready.
• Carry out AML checks for buyers and sellers.
• Prepare and issue sales paperwork.
• Professional phone and email handling.

Skills

Admin experience

Organisational skills

Attention to detail

CRM proficiency

Xero (or similar accounting software)

Professional communication

Tools

Xero

Job description

Job Shop Recruitment has the pleasure in recruiting for a highly organised Sales & Lettings Administrator to support a busy South Devon agency. This is an office-based role focused on sales and lettings administration, pipeline accuracy, compliance, and invoicing support. Sales chasing is outsourced and not part of this role.

Core Duties

Sales administration (no chasing)

• Maintain and update the sales pipeline daily
• Ensure sales files are compliant and audit-ready
• Carry out AML checks (ID, proof of address, source of funds) for buyers and sellers
• Prepare and issue sales paperwork and confirmations
• Log accurate notes and documentation on the CRM
• Liaise with negotiators and clients for admin/document collection only

Lettings administration

• Maintain lettings/tenancy pipeline
• Support tenancy progression admin (Right to Rent checks where required, tenancy pack preparation, deposit admin tracking)
• Upload compliance certificates
• Manage key custody and tracking
• Referencing
• Support tenancy changeovers and re-let administration

Accounts / invoicing support

• Raise and issue sales invoices
• Upload supplier bills into Xero for approval and payment processing
• Keep invoice and bill records tidy and matched to the correct file

General office administration

• Professional phone and email handling
• File management and document control
• Support Manager with reporting and audits

Candidate Profile

• Admin experience
• Exceptionally organised, fast, and accurate under pressure
• Strong compliance mind set and attention to detail
• Confident using CRM systems
• Comfortable using Xero (or similar accounting software) for invoicing and bills
• Proactive, calm, and professional communicator
• Able to handle multiple live cases at once and prioritise well

Working Pattern

office open 8:30am to 5pm could be flexible for right candidate.

• Monday to Friday, office-based.
• We're open to flexible hours for the right person, but they must be highly efficient and able to manage workload independently.

Package

• Competitive salary dependent on experience
• Training provided on internal systems and processes

Our client is looking for candidates who are genuinely strong on compliance, accuracy, ability to think out of the box, can do attitude and estate agency pace, and who are competent with basic invoicing billing (they use Xero for our accounts)