Butler & Stag
Office Co-Ordinator
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Role Overview
We are seeking a highly organised, proactive, and motivated Office Coordinator / Business Developer to join our growing estate agency. This hybrid role combines essential office administration and compliance duties with exciting business development opportunities. The successful candidate will ensure the smooth day-to-day running of the office, support the sales and lettings teams, and actively contribute to generating new instructions from our existing database.
Key Responsibilities
Office Administration & Coordination
- Act as the first point of contact for clients, providing a professional and welcoming service.
- Manage office communications (phone calls, emails, post).
- Maintain accurate records, filing systems, and client databases.
- Schedule appointments, viewings, and meetings for the sales and lettings teams.
- Liaise with contractors, surveyors, and suppliers to ensure smooth operations.
Compliance & Documentation
- Carry out all Anti-Money Laundering (AML) checks and due diligence on clients, ensuring compliance with current legislation.
- Draft and send out Terms of Business, valuation letters, and client care documentation.
- Ensure all property files and records are maintained in accordance with compliance requirements.
- Regularly audit files to ensure they are legally compliant and up to date.
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Marketing & Property Preparation
- Coordinate with professional photographers to arrange property photography and floorplans.
- Assist in preparing property brochures, listings, and online marketing uploads.
- Liaise with clients to gather necessary property information for marketing materials.
Business Development
- Proactively generate new business opportunities using our existing database.
- Maintain regular contact with landlords, vendors, buyers, and tenants to build strong client relationships.
- Identify potential leads and follow up to secure new instructions.
- Contribute to growing the agency’s sales and lettings pipeline through lead generation.
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Incentives
In addition to a competitive base salary, this role includes performance-related rewards:
- £100 bonus for every new sales instruction secured.
- £50 bonus for every new lettings instruction secured.
Skills & Experience Required
- Previous experience in estate agency, property administration, or office coordination preferred.
- Strong understanding of AML regulations and compliance procedures.
- Excellent organisational skills and attention to detail.
- Confident communication skills, both written and verbal.
- Ability to manage multiple tasks and deadlines in a fast-paced environment.
- IT proficiency (MS Office, CRM systems, property software).
- A proactive, self-motivated attitude with a focus on results.
What We Offer
- A supportive and professional working environment.
- Opportunity to play a pivotal role in the success of the agency.
- Career development and progression opportunities.
- Competitive base salary plus commission incentives.
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