Property Team Coordinator

A growing luxury real estate business is seeking a proactive, exceptionally organised and forward-thinking Remote Team Administrator to support its sales, lettings, and operations teams.

This role is fully integrated into the business and is critical to ensuring a seamless customer journey, effective CRM and database management, and the smooth running of administrative, financial, and operational processes. The successful candidate will enjoy taking ownership of their role, improving systems, and leveraging technology and AI tools to enhance efficiency across the business. Working hours 9am - 6pm Monday - Friday.

• Manage CRM systems, including data hygiene, tagging, and record accuracy
• Conduct AML checks and complete client due diligence
• Support the full onboarding of Vendors, Buyers, Landlords, and Tenants
• Coordinate viewings, inspections, and appointments
• Prepare and draft contracts, sales documentation, and internal contract summaries
• Manage tenant referencing and compliance documentation
• Support tenancy progression for lettings transactions
• Prepare and send Introductory Packs to prospective clients
• Create Vendor Consultation Reports and manage contract administration
• Provide data for bi-weekly vendor updates and implement changes from weekly register reviews
• Generate and distribute ad hoc sales and performance reports
• Leverage AI and automation tools to streamline workflows and improve efficiency
• Use project management tools such as ASANA or (preferred)
• Continuously identify opportunities to improve systems, processes, and reporting
• Organise digital files and workflows using OneDrive, ASANA, and the Fortuna Application
• Support website reviews and property listing updates
• Manage change-of-ownership processes, including utilities and handover administration

• Minimum of 3-5 years' experience in an administrative, operations, or team support role
• Experience supporting sales, lettings, or client-facing teams, ideally within real estate, professional services, or a fast-paced service environment
• Strong working knowledge of CRM systems and database management
• Experience with Xero or similar accounting software
• Proficiency in Microsoft Office, particularly Excel
• Comfortable working with digital platforms such as OneDrive and task or workflow management tools
• Exposure to project management tools such as ASANA or (preferred)
• High level of accuracy, attention to detail, and data integrity
• Excellent written and verbal English communication skills
• Ability to work independently in a remote environment, manage priorities, and meet deadlines
• Fully remote role offering flexibility and autonomy
• Opportunity to work within a high-end, growing real estate business
• A role with real ownership, responsibility, and impact
• Supportive and professional team environment that values initiative and innovation