Lettings Assistant

About the Job

Location: South Africa – Remote

Working Hours: 8:30am – 5:30pm UK time

Salary: Up to R22,500 per month, depending on experience.

About the Role

We are looking for a proactive, highly organised and results-driven Lettings Assistant to join our team and support the front-end tenant acquisition process for a UK property business.

This is a high-volume, fast-paced role focused on turning prospective tenant referrals into attended property viewings, progressing tenants through the initial documentation stage and ensuring outstanding council incentive payments are actively followed up.

The ideal candidate will be confident on the phone, highly persistent, organised and comfortable working towards measurable targets. You will need to be someone who takes ownership, follows things through and does not allow tasks or opportunities to fall through the cracks.

Key ResponsibilitiesViewing Management & Tenant Conversion

• Proactively contact prospective tenants referred by local councils.
• Schedule and confirm property viewings.
• Clearly communicate viewing dates, times and locations.
• Make confident and persuasive telephone calls to maximise viewing attendance.
• Follow up quickly and consistently with tenants who have not responded or confirmed.
• Manage cancellations, no-responses and rescheduling.
• Build professional relationships with prospective tenants while maintaining an appropriately persistent approach.
• Act as the primary point of contact for viewing arrangements and logistics.

Initial Document Collection

• Contact prospective tenants following confirmed or attended viewings.
• Request required documentation, including ID documents, bank statements and other application documents.
• Clearly explain what is required and by when.
• Persistently follow up on outstanding documentation.
• Track received and outstanding documents.
• Ensure documentation is complete and ready for handover to the back-office team.
• Escalate issues where appropriate.

Communication & Administration

• Liaise with prospective tenants, the Operations Coordinator, property management team, referring councils and the back-office team.
• Maintain accurate records of tenant progress and communications.
• Keep viewing schedules and follow-up records up to date.
• Track viewing attendance, document requests and outstanding actions.
• Provide regular progress updates and ensure accurate handovers.

Council Invoice & Payment Follow-Up

• Maintain an accurate tracker of council incentive invoices and outstanding payments.
• Follow up with council contacts regarding unpaid or overdue invoices.
• Make calls and send emails to obtain payment updates and resolve queries.
• Monitor agreed payment dates and chase overdue commitments.
• Liaise with Accounts to confirm invoices, payments and outstanding balances.
• Escalate long-outstanding or problematic invoices where required.
• Ensure payment follow-ups continue consistently through to resolution.

What We're Looking For

We are looking for someone who is:

• Highly proactive and self-motivated.
• Persistent and comfortable with frequent follow-ups.
• Confident making a high volume of telephone calls.
• Persuasive, professional and resilient.
• Comfortable dealing with people from diverse backgrounds.
• Extremely organised and able to manage multiple prospective tenants simultaneously.
• Fast-moving and responsive, with a strong sense of urgency.
• Results-driven and motivated by measurable outcomes.
• Comfortable using WhatsApp as a professional communication tool.
• Able to work independently and take ownership of their workload.
• Comfortable chasing outstanding information and payments.
• Confident communicating with tenants and professional external stakeholders.
• Able to manage competing priorities without allowing anything to fall through the cracks.

Required Experience & Skills

• Previous experience in property lettings, estate agency, sales, recruitment, customer conversion, call centre, accounts administration or another high-volume client-facing environment.
• Proven ability to follow up leads and convert them into appointments or completed actions.
• Strong telephone communication and persuasion skills.
• Excellent organisational and administrative abilities.
• Strong attention to detail.
• Proficiency in standard office software.
• Experience using WhatsApp for professional communication.
• Ability to maintain accurate records and manage multiple follow-ups simultaneously.
• Experience following up outstanding invoices and payments.
• Strong written and verbal communication skills.

Advantageous Experience

• Social housing or council referral experience.
• Familiarity with Universal Credit or similar benefit-based housing systems.
• Experience working with housing associations or councils.
• Experience in a high-volume lettings environment.
• Previous invoice or payment follow-up experience.