Property Sales Administrator (CRM, Xero, AI) – Remote / UK Hours at Datafin Recruitment

ENVIRONMENT:

• Our client is a luxury real estate company based in Kensington, London. They work with an exclusive network of sophisticated clients, offering highly tailored real estate services across Sales, Lettings, Property Management, Sourcing, and Investment.
• They also work with international clients who value discretion, market intelligence, and a bespoke approach to real estate.
• This is an opportunity to join a growing business of highly skilled real estate experts. They are looking for a proactive, exceptionally organised and forward-thinking Remote Team Administrator to support their sales, lettings, and operations.
• This role will be completely integrated into the team and is a critical part of  ensuring a seamless customer journey, effective use of their CRM, portals and digital channels and will leverage technology and ai enhance efficiency across the business.

DUTIES:

Marketing & Database Management.

• Manage CRM systems, data hygiene, tagging, and record accuracy
• Conduct AML checks and client due diligence
• Support the full Vendor, Buyer, Landlord, and Tenant onboarding process
• Coordinate viewings, inspections, and appointments
• Prepare and draft contracts and sales documentation
• Manage tenant referencing and compliance documentation
• Create contract summaries for internal use
• Manage Xero invoicing, payment tracking, and reporting
• Maintain sales trackers, cash flow reports, and prepare data for sales meetings
• Organise digital files and workflows (OneDrive, ASANA, In-house Application)
• Support website reviews and property updates
• Manage change of ownership processes, including utilities and handover administration
• Prepare and send the Introductory Pack to potential clients.
• Create Vendor Consultation Reports and ensure smooth contract administration.
• Provide data for bi-weekly vendor updates and deploy changes resulted from weekly register reviews.
• Generate and distribute ad hoc sales reports.
• Support tenancy progression for Lettings transactions.

Technology & Business Administration

• Leverage AI and automation tools to streamline their processes and enhance efficiency.
• Knowledge of ASANA or Monday.com (Preferrable)

ATTRIBUTES:

• Proactive and forward-thinking – you take initiative, anticipate challenges, and find smart solutions.
• Tech-savvy and adaptable – you embrace new tools, automation, and AI to improve efficiency.
• Highly organised and detail-oriented – you thrive in structured, process-driven environments.
• Strong communicator – exceptional written and verbal English skills are a must.
• Calm under pressure – Adept at prioritisation.
• Service-focused – you go above and beyond to deliver outstanding support, aligned with their high standards.
• Team-oriented – you collaborate seamlessly and support the wider team in achieving shared goals.