Negotiator / Office Administrator

Location: Belfast (with flexibility to work across multiple Northern Ireland locations if required)
Job Type: Full-time

🧩 Role Overview

This is a varied and fast-paced role combining property negotiation, client coordination, and office administration. The successful candidate will play a key role in supporting the sales and lettings process, managing client interactions, and ensuring the smooth day-to-day running of the office.

🔑 Key Responsibilities

Client Coordination & Communication

• Arrange and manage property viewings for clients

• Maintain regular communication, providing updates and feedback via phone, email, or written correspondence

• Log and manage all enquiries (phone, email, and walk-ins) using internal systems, ensuring timely follow-up

• Act as the first point of contact for all incoming and outgoing calls

Property Preparation & Marketing

• Coordinate market appraisals, viewings, photography, EPCs, and surveys

• Ensure all property images meet required marketing standards

• Produce accurate, professional, and up-to-date property brochures

Property Portfolio Management

• Manage and update property listings on the company website

• Ensure listings are synchronised with third-party property platforms

• Maintain accurate and up-to-date sales display boards

Sales Progression

• Oversee the full sales process from offer to completion

• Liaise with solicitors and other relevant parties to ensure smooth transactions

Financial Administration

• Process and reconcile invoices (incoming and outgoing)

• Handle client payments including cash, cheque, and online transactions

• Record financial data using accounting software (e.g. Xero)

Social Media & Marketing Support

• Manage and update social media platforms (e.g. Facebook, Instagram)

• Promote properties and engage with audiences through digital channels

Office Administration

• Support the day-to-day running of the office, including:

  • Managing and recording key releases

  • Filing correspondence and documentation

  • Handling incoming and outgoing mail

  • Ordering and maintaining office supplies

Compliance & Regulations

• Stay up to date with relevant property legislation and regulations

• Ensure compliance with Data Protection and Anti-Money Laundering requirements

Reporting

• Prepare reports and statistics for management as required

Health & Safety

• Follow all health and safety procedures

• Report hazards and ensure a safe working environment

✅ Skills & Experience

• Minimum 1 year’s experience in estate agency, property management, or similar

• Minimum 1 year’s experience in administration and customer service

• GCSEs (or equivalent), including Maths and English

• Strong negotiation and sales ability

• Excellent organisational and multitasking skills

• Strong written and verbal communication skills

• Proficiency in Microsoft Office and CRM/property software (e.g. Alto, PropertyPal)

• Good understanding of the Northern Ireland property market

• Full driving licence and access to a vehicle (business insurance required)

• Ability to work effectively in a fast-paced environment

🌟 Personal Attributes

• Professional and well-presented

• Strong interpersonal and communication skills

• Calm under pressure with a proactive approach

• Highly organised with strong attention to detail

• Self-motivated and able to work independently, while also being a team player

🎁 Benefits

• Competitive salary with performance-related incentives

• Generous holiday allowance (increasing with service)

• Opportunities for career progression and development

• Health and wellbeing benefits, including discounted private healthcare

• Reduced fees when selling or renting personal property

⏰ Working Hours

• Monday to Friday: 8:30am – 5:30pm

• Saturday: 9:30am – 12:30pm (1 in 3 rota)

If you are interested in this role, please click the APPLY button or alternatively, phone Kirsty on 07715582743.