Back Office Lettings Agent

Back Office Lettings Agent Property Management (India)

Job Description & Expectations

Role Overview

The Back Office Lettings Agent plays a vital role in supporting the tenant journey remotely—from the initial enquiry to the start of the tenancy. Operating within UK property operations, the agent provides efficient administrative, compliance, and coordination support to ensure a seamless and professional experience for prospective tenants. The role requires close collaboration with UK-based teams and adherence to established processes and standards.

Main Responsibilities

• Respond promptly and professionally to all incoming enquiries via phone, email, and online platforms.
• Coordinate property viewings (in-person or online) by liaising with UK-based staff.
• Conduct comprehensive background checks, including credit checks, income verification, employment confirmation, previous landlord references, UK homeownership validation, and coordination with third-party companies such as Rightmove or Housing Hand to ensure timely completion of checks.
• Collect and remotely verify Right to Rent documentation in line with compliance requirements.
• Follow up with prospective, past, and recent applicants after viewings to encourage applications and maintain engagement.
• Draft tenancy agreements and coordinate with tenants and guarantors to ensure all signatures and documentation are completed within required deadlines.
• Liaise with relevant departments to confirm receipt of all required payments (holding deposits, tenancy deposits, and first month's rent) prior to securing the property and scheduling check-in.
• Set up new tenancies in the system, ensuring all compliance steps, checks, and documentation are completed accurately.
• Manage diaries for viewings, check-ins, and check-outs by coordinating efficiently with UK staff.
• Maintain accurate and up-to-date records on the Grayson's Properties App, property availability sheets, phone logs, enquiry sheets, and any other management-issued documents—ensuring all data is complete, organised, and updated strictly in line with instructions.
• Provide ongoing administrative support to the UK Property Management team and other departments as required.

• Expectations

• Deliver outstanding customer service and uphold professionalism in all communications.
• Meet letting and enquiry conversion targets by effectively managing leads.
• Ensure accuracy and compliance in all background checks, referencing, payments, contracts, and documentation.
• Maintain timely and proactive follow-ups with applicants throughout the letting process.
• Collaborate closely with Finance and UK operational teams to ensure smooth tenancy commencements and conclusions.
• Demonstrate strong organisational skills to support diary management and overall workflow efficiency.
• Ensure full compliance with all established instructions, procedures, and protocols at all times.
• Provide support to the Property Management team and other departments when required.
• Ensure all information entered into systems and spreadsheets is accurate, complete, and compliant with established protocols.
• Use office hours productively and efficiently, maximising output during working hours.
• Set up new tenancies in the system, ensuring all compliance steps, checks, and documentation are completed accurately.
• Manage diaries for viewings, check-ins, and check-outs by coordinating efficiently with UK staff.
• Maintain accurate and up-to-date records on the Grayson's Properties App, property availability sheets, phone logs, enquiry sheets, and any other management-issued documents—ensuring all data is complete, organised, and updated strictly in line with instructions.
• Provide ongoing administrative support to the UK Property Management team and other departments as required.
• Deliver outstanding customer service and uphold professionalism in all communications.
• Meet letting and enquiry conversion targets by effectively managing leads.
• Ensure accuracy and compliance in all background checks, referencing, payments, contracts, and documentation.
• Maintain timely and proactive follow-ups with applicants throughout the letting process.
• Collaborate closely with Finance and UK operational teams to ensure smooth tenancy commencements and conclusions.
• Demonstrate strong organisational skills to support diary management and overall workflow efficiency.
• Ensure full compliance with all established instructions, procedures, and protocols at all times.
• Provide support to the Property Management team and other departments when required.
• Ensure all information entered into systems and spreadsheets is accurate, complete, and compliant with established protocols.
• Use office hours productively and efficiently, maximising output during working hours.