Office & Lettings Coordinator

Proactive Recruitment; Cape Town; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A high-end estate agency in Cape Town seeks an Office & Lettings Coordinator to manage administrative support and tenancy processes while ensuring exceptional customer service. The ideal candidate thrives in a fast-paced, detail-oriented role and will collaborate with both UK and SA teams. Responsibilities include managing property renewals and office operations, requiring strong communication and multitasking skills.

Qualifications

• Ability to handle urgent matters with calm efficiency.
• Positive, solutions-driven attitude.
• Comfortable working under pressure and managing competing priorities.

Responsibilities

• Provide full administrative support to the UK-based Lettings Director.
• Manage the renewal process for a portfolio of properties.
• Oversee the day-to-day operations of both the UK and SA offices.

Skills

Strong written and verbal communication skills

Impeccable attention to detail

Passion for excellent customer service

Proven multitasking and time management abilities

Confidence interacting with stakeholders

Job description

Location : Woodstock, Cape TownContract Type : Permanent | Office-Based

Overview Our client, a high-end estate agency with offices in both the UK and South Africa, is seeking a proactive and detail-oriented Office & Lettings Coordinator to join their dynamic team. This pivotal role supports the smooth running of both the UK and SA offices, with a strong focus on Lettings administration and office coordination. This is a varied and hands‑on position combining detailed administrative responsibilities, tenancy management, and general office support.

You will work closely with the UK-based Lettings Director and play a key role in ensuring landlords and tenants receive outstanding service. If you're bright, organised, and thrive in a fast‑paced environment, this could be the perfect opportunity to be part of a collaborative and people‑focused team.

Key Responsibilities

Lettings Administration

• Provide full administrative support to the UK-based Lettings Director.
• Ensure quality control of all administrative processes within the Lettings team.
• Prepare accurate correspondence for valuations, offers, instructions, and move‑ins.
• Create and manage marketing materials for new and existing property listings.
• Maintain and update the internal property database.
• Liaise with contractors and suppliers, processing invoices where necessary.
• Provide cover for property management duties when required.

Tenancy Management

• Manage the renewal process for a portfolio of properties, including market research, negotiation with landlords and tenants, and preparation of legal documentation.
• Ensure compliance documentation is up to date at tenancy renewal.
• Keep the Lettings Director informed on all tenancy renewals and related matters.
• Process notices from tenants and initiate end‑of‑tenancy procedures.
• Serve legal notices (including Section 21s) to end tenancies where applicable.
• Oversee checkout processes and deposit releases for non‑managed properties.
• Produce monthly reporting on renewals and tenancy terminations.
• Address queries from landlords, tenants, and internal teams including Property Management and Lettings Accounts.

Office Coordination

• Oversee the day‑to‑day operations of both the UK and SA offices.
• Provide administrative support across departments and assist with logistics as needed.
• Manage office supplies, coordinate meeting room schedules, and oversee contractor visits.
• Answer and direct incoming telephone calls professionally and efficiently.

Requirements

• Strong written and verbal communication skills.
• Impeccable attention to detail.
• A passion for excellent customer service.
• Ability to handle urgent matters with calm efficiency.
• Proven multitasking and time management abilities.
• Positive, solutions‑driven attitude.
• Comfortable working under pressure and managing competing priorities.
• Confidence interacting with stakeholders at all levels and offering feedback where needed.