Lettings Operations Coordinator
Orchards are looking for a highly organised, customer-focused Lettings Operations Coordinator to join our lettings team in Ampthill.
This is a varied and important role, sitting at the centre of the lettings process. It would suit someone who enjoys working with people, has excellent interpersonal skills, is naturally organised, and takes pride in delivering a smooth and professional service.
The role is similar in style to a concierge service for our lettings department. You will help guide landlords through the onboarding process, support applicants through the early stages of a new let, coordinate agreed actions, and make sure matters are handed over smoothly to the right person at the right time.
This role is solely focused on delivering an excellent client experience and making sure the operational side of lettings runs smoothly. You will not be expected to carry out valuations or win new landlord instructions, but you will play an important part in supporting landlords, applicants and tenants through the lettings journey.
Hours of work
This is a part-time role based out of our stunning office in Ampthill.
The proposed hours are:
Monday to Friday, 9am to 3pm
Every other Saturday, 9am to 4pm (with a day off in lieu during the week)
Salary & Benefits
An annual salary of £22,500 to £24,000 per annum based on experience plus;
Fully funded industry training and continued professional development.
32 days’ holiday per annum, including bank holidays.
A supportive and friendly team environment.
Company bonuses and team meals.
The opportunity to earn up to £500 per quarter through our Google review bonus scheme.
Further benefits and team incentives.
What the role involves
Landlord onboarding
Once a landlord has instructed Orchards, you will help make sure their onboarding journey is smooth, organised and professional.
This will include:
Arranging the landlord onboarding process.
Chasing initial paperwork and required information.
Arranging photography, floorplans and marketing appointments.
Preparing property descriptions and marketing information.
Ensuring the PMQ is completed.
Collecting landlord KYC, AML and bank details.
Keeping landlord records accurate and complete.
Keeping landlords updated throughout the onboarding process.
Coordinating with the wider team to ensure new properties are ready to launch smoothly.
New lets and offer handling
You will support the team once offers are received on rental properties, helping ensure offers are handled professionally and progressed efficiently.
This will include:
Organising incoming offers.
Checking offer details and applicant information.
Presenting offers clearly to landlords.
Liaising with landlords, applicants and the lettings team.
Confirming agreed terms once an offer is accepted.
Coordinating holding deposits and initial next steps.
Keeping Internal systems and teams up to date.
Offer to let agreed
You will take the file from offer stage through to let agreed and through to the other side of referencing.
This will include:
Progressing applicants through the early stages of the let.
Coordinating referencing requirements.
Chasing applicants, guarantors and landlords for outstanding information.
Keeping all parties updated.
Making sure agreed terms are clearly recorded.
Monitoring progress and dealing with delays quickly.
Preparing the file for handover once referencing is complete.
Once referencing is complete, the file will be handed over to the property management team for the pre move-in audit and issuing of relevant paperwork.
Pre move-in works and agreed actions
During the offer and referencing period, you will help coordinate any pre move-in works or agreed actions.
This will include:
Arranging pre move-in maintenance works agreed with the landlord, tenant and our in house maintenance department.
Coordinating access with our in house maintenance team, tenants, landlords or the existing occupier.
Making sure agreed works are completed before move-in where possible.
Keeping landlords and tenants updated.
Flagging anything that may delay the move-in or affect the tenant experience.
Recording actions clearly for the property management team.
Rent reviews and renewals
A key part of the role will be supporting rent reviews and tenancy renewals.
This will include:
Monitoring rent review dates.
Preparing rent review recommendations.
Liaising with landlords and tenants regarding proposed new rents.
Helping agree new rents.
Issuing the relevant documentation.
Keeping records updated.
Ensuring renewals and rent reviews are progressed in good time.
Day-to-day department support
You will also support the lettings department with general enquiries and help make sure communication flows properly.
This will include:
Assisting with overflow enquiries from applicants, tenants and landlords.
Making sure enquiries are passed to the relevant person where required.
Responding to straightforward questions where appropriate.
Helping keep the department organised and moving.
Supporting colleagues with administrative tasks.
Keeping systems, notes and records tidy and accurate.
Helping prevent tasks from being missed or delayed.
What we are looking for
The right person will be friendly, organised, calm under pressure and confident dealing with people.
This is a customer service led role, so we are looking for someone who enjoys helping people, communicates clearly, and can make landlords, applicants and tenants feel properly looked after.
You should be someone who can manage several moving parts at once, follow things through properly, and work well as part of a busy team.
Ideally, you will have:
Experience in customer service or administration.
Excellent interpersonal skills.
Strong written and verbal communication.
A polite, professional and confident telephone manner.
Good attention to detail.
Strong organisational skills.
The ability to chase people politely but firmly.
A calm and helpful approach when dealing with problems.
A practical, common-sense approach.
The ability to work well with a busy team.
Who this won’t suit
This role isn’t for everyone, and that’s intentional. We want the right people, not just more people.
You may find this job challenging or frustrating if:
You prefer a quiet, back office role with very little client contact.
You struggle to stay organised when several things are happening at once.
You prefer every day to be predictable and planned out in advance.
You find it difficult to chase people for information, paperwork or updates.
You wait to be told what to do rather than spotting what needs attention.
You are uncomfortable taking ownership of tasks and seeing them through properly.
You avoid awkward conversations rather than handling them calmly and professionally.
You are not confident using systems, updating records or keeping notes accurate.
You find it frustrating when priorities change quickly.
You see administration as “just paperwork” rather than an important part of the client experience.
This isn’t meant to put people off, it’s about being honest.
We need someone who enjoys being at the centre of the process, keeping people updated, making sure details are correct, and helping landlords, applicants and tenants feel properly looked after from onboarding through to let agreed.
The Path Forward
We want people who grow with us.
As the business expands, so do the opportunities. For the right person, this role can develop year on year in responsibility, earnings and influence.
As people progress with us, rewards such as car allowances, private healthcare, profit share and even company equity can become available.
This is the sort of role that can become much bigger over time for someone who proves themselves and wants to help shape the future of the business.