This is a varied role with responsibility for two important operational areas: the company’s Process Agent function and its property handover and snagging process. You will also support the wider business with reporting, systems administration, HR coordination and equipment management.

The position would suit someone who enjoys taking ownership of structured processes, keeping multiple parties updated and ensuring tasks are followed through accurately from start to finish.

Key responsibilitiesProcess Agent administration

• Take ownership of the Process Agent process, ensuring every case is set up, recorded and monitored correctly.
• Coordinate landlord disclaimers, bank letters and other supporting documentation.
• Maintain accurate records and track the progress of all active matters.
• Liaise with the Accounts team to confirm payments and resolve outstanding queries.
• Ensure documentation is correctly stored and ready for audit.
• Identify and escalate delays or issues, following them through to resolution.

Property handovers and snagging

• Coordinate property handovers and snagging from initial instruction through to completion.
• Work closely with branches, landlords, developers and inventory providers.
• Arrange inspections, handover appointments and associated logistics.
• Distribute snagging reports and monitor remedial works until all issues have been resolved.
• Liaise with Accounts regarding invoices, billing and payment queries.
• Maintain accurate records of reports, updates and supporting documentation.
• Act as the main point of contact for everyone involved throughout the process.

Reporting and operational support

• Prepare and maintain regular reports, including sales, sanctions and call statistics.
• Support weekly reporting cycles and the preparation of recurring business information.
• Maintain templates, shared filing systems and operational records.
• Assist with additional administrative tasks and business projects when required.

Systems and property portals

• Maintain accurate user access and company information across internal systems and third-party platforms.
• Update company and employee information on Rightmove, OnTheMarket and Zoopla.
• Support the maintenance of DocuSign templates and internal forms.
• Coordinate system and information updates with Marketing and other departments.

HR administration

• Support new-starter administration, including Right to Work checks and employment references.
• Coordinate inductions and other onboarding arrangements.
• Maintain accurate HR records and monitor outstanding documentation.
• Support the leaver process, including system updates and the return of company equipment.
• Administer access to the company’s learning management system and monitor training completion.

Mobile phones and equipment

• Maintain accurate records of company mobile phones, SIM cards and assigned users.
• Coordinate the allocation and return of devices.
• Monitor basic equipment availability and keep records up to date.
• Assist with insurance documentation when required.

About you

You will be a methodical and dependable coordinator who is comfortable managing recurring processes and working with multiple stakeholders.

You should have:

• Strong organisational skills and excellent attention to detail.
• Experience coordinating structured administrative or operational processes.
• The ability to manage several tasks and deadlines simultaneously.
• Clear and professional written and verbal communication skills.
• Confidence liaising with internal departments, suppliers and external stakeholders.
• Good working knowledge of Microsoft Excel, Word and Outlook.
• Confidence learning and using different systems, portals and digital workflows.
• A professional approach to confidential and commercially sensitive information.
• The ability to work independently and take ownership of responsibilities.

Experience within property, operations, HR administration or a similarly process-led environment would be beneficial.

• Working relationships

This is a varied role with responsibility for two important operational areas: the company’s Process Agent function and its property handover and snagging process. You will also support the wider business with reporting, systems administration, HR coordination and equipment management.

The position would suit someone who enjoys taking ownership of structured processes, keeping multiple parties updated and ensuring tasks are followed through accurately from start to finish.

Key responsibilitiesProcess Agent administration

• Take ownership of the Process Agent process, ensuring every case is set up, recorded and monitored correctly.
• Coordinate landlord disclaimers, bank letters and other supporting documentation.
• Maintain accurate records and track the progress of all active matters.
• Liaise with the Accounts team to confirm payments and resolve outstanding queries.
• Ensure documentation is correctly stored and ready for audit.
• Identify and escalate delays or issues, following them through to resolution.

Property handovers and snagging

• Coordinate property handovers and snagging from initial instruction through to completion.
• Work closely with branches, landlords, developers and inventory providers.
• Arrange inspections, handover appointments and associated logistics.
• Distribute snagging reports and monitor remedial works until all issues have been resolved.
• Liaise with Accounts regarding invoices, billing and payment queries.
• Maintain accurate records of reports, updates and supporting documentation.
• Act as the main point of contact for everyone involved throughout the process.

Reporting and operational support

• Prepare and maintain regular reports, including sales, sanctions and call statistics.
• Support weekly reporting cycles and the preparation of recurring business information.
• Maintain templates, shared filing systems and operational records.
• Assist with additional administrative tasks and business projects when required.

Systems and property portals

• Maintain accurate user access and company information across internal systems and third-party platforms.
• Update company and employee information on Rightmove, OnTheMarket and Zoopla.
• Support the maintenance of DocuSign templates and internal forms.
• Coordinate system and information updates with Marketing and other departments.

HR administration

• Support new-starter administration, including Right to Work checks and employment references.
• Coordinate inductions and other onboarding arrangements.
• Maintain accurate HR records and monitor outstanding documentation.
• Support the leaver process, including system updates and the return of company equipment.
• Administer access to the company’s learning management system and monitor training completion.

Mobile phones and equipment

• Maintain accurate records of company mobile phones, SIM cards and assigned users.
• Coordinate the allocation and return of devices.
• Monitor basic equipment availability and keep records up to date.
• Assist with insurance documentation when required.

About you

You will be a methodical and dependable coordinator who is comfortable managing recurring processes and working with multiple stakeholders.

You should have:

• Strong organisational skills and excellent attention to detail.
• Experience coordinating structured administrative or operational processes.
• The ability to manage several tasks and deadlines simultaneously.
• Clear and professional written and verbal communication skills.
• Confidence liaising with internal departments, suppliers and external stakeholders.
• Good working knowledge of Microsoft Excel, Word and Outlook.
• Confidence learning and using different systems, portals and digital workflows.
• A professional approach to confidential and commercially sensitive information.
• The ability to work independently and take ownership of responsibilities.

Experience within property, operations, HR administration or a similarly process-led environment would be beneficial.

• Working relationships