Office Manager
 
Location: West Hampstead, London
Industry: Residential Estate Agency (Sales & Lettings)
Reporting to: Director
 
Role Overview
We are seeking an organised, proactive, and professional Office Manager to oversee the smooth day-to-day running of a busy West Hampstead estate agency. The Office Manager will be the backbone of the office, ensuring high standards of administration, compliance, client service, and team support across sales and lettings.
This is a key role requiring excellent attention to detail, strong communication skills, and a good understanding of estate agency operations.
Key Responsibilities Office & Administration Management

• Manage the daily operations of the office, ensuring efficiency and professionalism at all times
• Oversee administrative processes for sales and lettings from instruction to completion
• Maintain accurate property files, client records, and databases (CRM systems)
• Handle incoming calls, emails, and enquiries, providing exceptional customer service
• Manage office supplies, utilities, IT systems, and liaise with external suppliers

Sales & Lettings Support

• Prepare property particulars, contracts, memorandums of sale, and tenancy documentation
• Coordinate property listings on portals (Rightmove, Zoopla, etc.) and company website
• Support negotiators with viewings administration, offer progression, and deal tracking
• Assist with sales progression and lettings progression where required

Compliance & Legislation

• Ensure compliance with all relevant property legislation and regulations
  (e.g. AML, Right to Rent, GDPR, EPCs, Gas Safety, EICRs, Deposit Protection)
• Conduct and maintain Anti-Money Laundering and Right to Rent checks
• Keep compliance records up to date and audit-ready
• Liaise with solicitors, landlords, tenants, and contractors as needed

Financial & Reporting Duties

• Assist with invoicing, rent statements, and commission tracking
• Support basic bookkeeping and reconciliation tasks (where applicable)
• Monitor office budgets and expenses
• Produce regular reports for management

Team & Client Relations

• Act as a key point of contact for clients, ensuring a high level of service
• Support onboarding and training of new staff
• Help maintain a positive, organised, and professional office environment
• Assist management with HR administration when required

Skills & Experience Required

• Previous experience in a residential estate agency (sales or lettings) essential
• Strong knowledge of UK property legislation and compliance
• Excellent organisational and time-management skills
• Confident communicator with a professional telephone manner
• High level of attention to detail and accuracy
• Proficient in Microsoft Office and estate agency CRM systems
• Ability to work independently and manage multiple priorities

Personal Attributes

• Proactive, reliable, and highly organised
• Calm under pressure in a fast-paced environment
• Approachable, professional, and client-focused
• Discreet and trustworthy when handling sensitive information

Desirable (but not essential)

• ARLA / Propertymark qualification
• Experience in a London-based estate agency
• Familiarity with West Hampstead or surrounding areas