South Africa
About the Role
We are looking for a highly organised, confident, and customer-focused Out-of-Hours Estate Agency Negotiator to support a busy and growing estate agency outside of normal office hours.
This is a fully remote role, designed to ensure that our clients, buyers, sellers, landlords and tenants continue to receive a professional, helpful and responsive service when the office team are not available.
The role will involve handling incoming calls and email enquiries, registering buyers, booking viewings and valuations, following up viewing feedback, assisting with offers and sales progression updates, maintaining accurate CRM records, and ensuring that all enquiries and actions are properly recorded and handed over to the daytime team.
The successful candidate must have previous estate agency or property experience and be confident dealing with clients and applicants in a professional, friendly and proactive manner. They must be able to work independently, make sensible decisions, follow agreed procedures and represent the business to a high standard at all times.
This is not simply an administrative role. The position requires someone who can act as an extension of the estate agency team after hours, dealing with enquiries, appointments and negotiation-related tasks in a timely and professional way.
Working Hours
Monday to Friday: 5:00 PM – 9:00 PM (UK Time)
Saturday: 3:45 PM – 9:00 PM (UK Time)
Sundays: Additional hours may be discussed where required.
Key Responsibilities
Out-of-Hours Negotiator Duties
• Answer incoming calls professionally as a representative of the business.
• Respond to buyer, seller, landlord and tenant enquiries in a helpful and timely manner.
• Register new buyers and applicants, recording their requirements accurately within the CRM.
• Qualify enquiries where appropriate, including property requirements, position to proceed, budget, mortgage status and selling position.
• Book and confirm property viewings.
• Book valuation and market appraisal appointments where required.
• Follow up viewing feedback and record all comments clearly.
• Assist with offer-related updates in line with agreed company procedures.
• Escalate urgent or sensitive matters to the appropriate member of the daytime team.
• Maintain accurate notes, tasks and records within the CRM.
• Monitor email enquiries and ensure all actions are dealt with or handed over correctly.
• Complete an end-of-shift handover so the office team has a clear record of all calls, enquiries, appointments and outstanding actions.
Property Administration
• Maintain and update property records, client databases, and CRM systems.
• Ensure all documentation is filed correctly and stored within appropriate folders.
• Carry out database housekeeping and maintain accurate records.
• Assist with administrative tasks delegated by management.
• Prepare reports and update office records where required.
• Support compliance and document management processes.
• Assist with KPI reporting and office performance tracking.
Appointments & Coordination
• Book property valuations and market appraisals.
• Coordinate property viewings and confirm appointments.
• Chase outstanding viewing confirmations and appointment responses.
• Follow up on client enquiries where required.
• Assist with diary management and appointment scheduling.
• Maintain accurate records of all booked appointments.
Sales & Progression Support
• Follow up on viewing feedback.
• Assist with sales progression administration.
• Support the team with offer management updates.
• Chase outstanding information from clients and stakeholders where required.
• Assist with reporting and progression updates.
• Ensure all relevant notes and updates are recorded within the CRM.
Shift Handover Responsibilities
• Participate in a daily handover with management at the start of each shift.
• Complete outstanding administrative tasks assigned during handover.
• Maintain clear records of work completed throughout the shift.
• Prepare and submit an end-of-shift handover report within the designated shared folder.
• Ensure all outstanding actions are clearly documented for the daytime team.
Training & Support
• Full induction and onboarding programme provided.
• Hands-on training with existing processes and systems.
• Ongoing support from management and the wider team.
• Clear procedures and handover systems in place to support success within the role.
Essential Experience & Requirements
• Minimum 3 years' experience within the property industry, estate agency, lettings, sales progression, property administration, or property appointment setting.
• Previous experience handling client enquiries and appointments.
• Strong administrative and organisational skills.
• Excellent written and verbal English communication skills.
• Professional and confident telephone manner.
• Ability to manage multiple tasks and priorities simultaneously.
• Strong attention to detail.
• Ability to work independently within a remote environment.
• Proficiency in Microsoft Word, Excel, Outlook, and general computer applications.
• Experience using CRM systems.
CRM Experience (Essential)
• Previous experience using Alto CRM is highly desirable.
• Candidates with strong Alto experience will be given preference.
• Ability to accurately update client records, appointments, notes, and property information within Alto.
Technical Requirements
• Reliable high-speed internet connection.
• Minimum internet speed: 25 Mbps download and upload.
• Preferred internet speed: 50 Mbps or higher.
• Modern laptop or desktop computer (recommended less than 3 years old).
• Noise-cancelling headset.
• Professional home office environment free from distractions.
• Strong technical confidence and ability to learn new systems quickly.
• Ability to troubleshoot basic technical issues independently.
Personal Attributes
• Self-motivated and reliable.
• Proactive and solutions-focused.
• Highly organised.
• Comfortable working independently.
• Strong time management skills.
• Adaptable and flexible.
• Professional and customer-focused.
• Team player with excellent interpersonal skills.
• Takes ownership of responsibilities and follows tasks through to completion.
Desirable Experience
• Previous UK estate agency experience.
• Experience within residential sales or lettings.
• Understanding of the property sales process.
• Understanding of lettings administration and tenancy processes.
• Experience working remotely within a property business.
• Experience supporting property valuations, viewings, and sales progression activities.
Why Join Us?
• Fully remote opportunity.
• Structured training and induction programme.
• Supportive management team.
• Clear processes and expectations.
• Opportunity to become a key member of a growing property business.
• Varied role with a mixture of administration, client support, and property operations responsibilities.