Lettings Operations Coordinator

We are searching for an experienced and highly organised Lettings Operations Coordinator to join a busy independent residential lettings agency, taking ownership of the day-to-day operational and administrative processes that support the wider lettings function.

• Based in Ilkley (occasional travel to Harrogate)
• Up to £35,000 per annum, dependent on experience
• 25 Days’ Holiday + Bank Holidays
• Saturday Rota (1 in 4)
• Immediate Start Available

Working closely with the Lettings Director and wider team, you will coordinate activity from the point of a new landlord instruction through to the property being let and handed over to the property management team. You will play a central role in ensuring documentation, compliance records, property marketing and system information are complete, accurate and progressed promptly.

This is a varied, hands-on position that would suit a proactive lettings professional who takes pride in maintaining high standards, can manage competing priorities and is comfortable coordinating key processes across two offices.

Your key responsibilities will include:

• Managing new landlord instructions and onboarding, including Terms of Business, landlord information and compliance documentation, ensuring records are complete and accurate.
• Coordinating property take-ons and launches, including photography, floorplans, marketing brochures, property particulars, landlord approval and listings.
• Maintaining the instruction tracker and ensuring new properties are brought to market promptly.
• Supporting the lettings team with enquiries, viewings, offers and tenancy progression through to move-in and handover to the property management team.
• Setting up and maintaining accurate landlord and property records in Alto, including rents, management commission, letting fees and other agreed charges in line with Terms of Business.
• Recording rent increases and fee changes in Alto, ensuring the correct charges and effective dates are applied.
• Managing rent review administration, including Section 13 notices, monitoring effective dates and updating Alto.
• Liaising with the outsourced client accounting provider to maintain accurate information and resolve queries or discrepancies promptly.
• Maintaining accurate operational records and supporting the smooth running of the lettings function across both offices.

Key Skills & Experience:

• Previous experience within residential lettings, ideally in a lettings administration, coordination or operations position.
• A strong understanding of the administrative processes involved from landlord instruction through to letting and move-in.
• Excellent attention to detail, particularly when handling compliance documentation, financial information, system records and effective dates.
• Strong organisational and time-management skills, with the ability to manage multiple instructions and priorities effectively.
• A proactive approach, with the confidence to take ownership of processes and follow tasks through to completion.
• Exceptional written and verbal communication skills.
• The ability to build positive working relationships with landlords, colleagues and external service providers.
• IT literacy, including experience using CRM systems and Microsoft packages; previous xperience using Alto would be advantageous.
• The ability to work accurately in a fast-paced environment without compromising quality.
• A positive, collaborative approach and the ability to support colleagues across both offices.
• A full UK driving licence and access to your own vehicle.
• Due to the nature of this role, candidates must have a permanent and unrestricted Right to Work in the UK, residing within a commutable distance to Ilkley. Please note that our client cannot offer visa sponsorship for overseas candidates.

OUR CLIENT

We are representing an independent letting agency that prides itself on delivering a personable and professional approach to residential lettings and property management. With established offices in Ilkley and Harrogate, the business combines extensive industry experience with a commitment to providing landlords and tenants with a responsive, high-quality service. As the business continues to grow, an experienced Lettings Operations Coordinator is now required to strengthen its internal processes and support the smooth running of the wider lettings operation.

If you have the relevant experience and are looking for a position where you can take genuine ownership of the day-to-day lettings operation, please apply today. Alternatively, for more information about the role, please contact Matt Pallister.

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