Office & Lettings Coordinator - WOODSTOCK, CAPE TOWN

Location: Woodstock, Cape Town
Contract Type: Permanent | Office-Based

Overview

Our client, a high-end estate agency with offices in both the UK and South Africa, is seeking a proactive and detail-oriented Office & Lettings Coordinator to join their dynamic team. This pivotal role supports the smooth running of both the UK and SA offices, with a strong focus on Lettings administration and office coordination.

This is a varied and hands-on position combining detailed administrative responsibilities, tenancy management, and general office support. You will work closely with the UK-based Lettings Director and play a key role in ensuring landlords and tenants receive outstanding service.

If youre bright, organised, and thrive in a fast-paced environment, this could be the perfect opportunity to be part of a collaborative and people-focused team.

Key Responsibilities

Lettings Administration

• Provide full administrative support to the UK-based Lettings Director.

• Ensure quality control of all administrative processes within the Lettings team.

• Prepare accurate correspondence for valuations, offers, instructions, and move-ins.

• Create and manage marketing materials for new and existing property listings.

• Maintain and update the internal property database.

• Liaise with contractors and suppliers, processing invoices where necessary.

• Provide cover for property management duties when required.

Tenancy Management

• Manage the renewal process for a portfolio of properties, including market research, negotiation with landlords and tenants, and preparation of legal documentation.

• Ensure compliance documentation is up to date at tenancy renewal.

• Keep the Lettings Director informed on all tenancy renewals and related matters.

• Process notices from tenants and initiate end-of-tenancy procedures.

• Serve legal notices (including Section 21s) to end tenancies where applicable.

• Oversee checkout processes and deposit releases for non-managed properties.

• Produce monthly reporting on renewals and tenancy terminations.

• Address queries from landlords, tenants, and internal teams including Property Management and Lettings Accounts.

Office Coordination

• Oversee the day-to-day operations of both the UK and SA offices.

• Provide administrative support across departments and assist with logistics as needed.

• Manage office supplies, coordinate meeting room schedules, and oversee contractor visits.

• Answer and direct incoming telephone calls professionally and efficiently.

Requirements

• Strong written and verbal communication skills.

• Impeccable attention to detail.

• A passion for excellent customer service.

• Ability to handle urgent matters with calm efficiency.

• Proven multitasking and time management abilities.

• Positive, solutions-driven attitude.

• Comfortable working under pressure and managing competing priorities.

• Confidence interacting with stakeholders at all levels and offering feedback where needed.