Viewings & Administration Co-ordinator

McCarthy Stone; Christchurch; On-site; GBP 22,000 - 28,000; Full time

Job summary

McCarthy Stone is seeking a proactive Viewings Coordinator to support our property sales process. You will coordinate property viewings, handle customer enquiries, and maintain accurate records to support the sales team.

This role requires excellent diary management, strong communication, and proficiency in Microsoft Office and CRM systems. You will work closely with Sales Consultants and Admin teams to deliver an outstanding customer experience.

Qualifications

• Experience in property, estate agency, sales support or customer service environments.
• Experience coordinating appointments or managing diaries.
• Knowledge of the property sales process.

Responsibilities

• Arrange and coordinate property viewings for prospective purchasers.
• Qualify customer requirements and match suitable properties to their needs.
• Manage viewing diaries and optimise appointment scheduling.
• Confirm appointments with customers, estate managers, and sales teams.
• Monitor viewing attendance and follow up on cancellations and reschedules.
• Ensure viewing records are accurately maintained within company systems.
• Respond to customer enquiries via telephone, email, and online channels.
• Provide information on available properties, pricing, and the sales process.
• Deliver a professional and customer-focused service at all times.
• Liaise with internal teams to resolve customer queries efficiently.
• Support the Admin Team maintaining records, databases, and customer notes.
• Prepare and process sales and Instruction documentation as required.
• Support managing the main inbox both enquiries and viewings
• Flexible support to the Admin Team and Viewings team.
• Ensure compliance with company procedures and data protection requirements.
• Work closely with Sales Consultants, Property Consultants, and Administrative teams.
• Assist with ad hoc administrative projects and operational tasks.
• Support process improvements and service standards within the department.
• Contribute to achieving team KPIs and service objectives.
• Excellent organisational and diary management skills.
• Strong communication skills, both verbal and written.
• Customer service experience.

Skills

Customer service experience

Diary management

Strong communication skills

Microsoft Office

CRM systems

Organised

Prioritisation

Tools

Microsoft Office (Outlook/Excel/Word)

CRM software

Job description

To provide efficient and professional support for the property sales process by coordinating property viewings, managing customer enquiries, and maintaining accurate records, and delivering administrative support to the sales team. The role ensures viewings are arranged effectively, customers receive excellent service, and all associated administration is completed accurately and promptly.

Key Responsibilities Viewings Management

• Arrange and coordinate property viewings for prospective purchasers.
• Qualify customer requirements and match suitable properties to their needs.
• Manage viewing diaries and optimise appointment scheduling.
• Confirm appointments with customers, estate managers, and sales teams.
• Monitor viewing attendance and follow up on cancellations and reschedules.
• Ensure viewing records are accurately maintained within company systems.

Customer Support

• Respond to customer enquiries via telephone, email, and online channels.
• Provide information on available properties, pricing, and the sales process.
• Deliver a professional and customer-focused service at all times.
• Liaise with internal teams to resolve customer queries efficiently.

Administrative Support

• Support the Admin Team maintaining records, databases, and customer notes.
• Prepare and process sales and Instruction documentation as required.
• Support managing the main inbox both enquiries and viewings
• Flexible support to the Admin Team and Viewings team.
• Ensure compliance with company procedures and data protection requirements.

Team Support

• Work closely with Sales Consultants, Property Consultants, and Administrative teams.
• Assist with ad hoc administrative projects and operational tasks.
• Support process improvements and service standards within the department.
• Contribute to achieving team KPIs and service objectives.
• Excellent organisational and diary management skills.
• Strong communication skills, both verbal and written.
• Customer service experience.
• Good attention to detail and accuracy.
• Confident using Microsoft Office and CRM systems.
• Ability to prioritise workloads and manage multiple tasks.
• Flexible and multi task - essential

Desirable

• Experience within property, estate agency, sales support, or customer service environments.
• Experience coordinating appointments or managing diaries.
• Knowledge of the property sales process.

Personal Attributes

• Professional and approachable.
• Highly organised with strong attention to detail.
• Proactive and self-motivated.
• Strong team player.
• Adaptable and able to work in a fast-paced environment.
• Committed to delivering excellent customer service.

As the UK's leading developer and manager of retirement communities, we provide high quality homes to exacting specifications. As of November 2021, McCarthy Stone operates 475 developments across the UK for more than 20,000 people.

We believe in championing the role, wellbeing and happiness of older people in society. We help our customers have a better later life, so they feel more connected, recognised and valued than ever. In late 2020 we launched the McCarthy Stone Charitable Foundation to support local causes that help older people in need across Britain. We are proud to have been certified as a Great Place to Work 2022 as well as making the Great Place to Work Wellbeing list!