Transaction Coordinator – Glasgow G3

Glasgow, Lanarkshire
Vesta Recruitment – Property Sector Recruitment experts.

Job Title: Director of First Impressions/Transaction Coordinator

Glasgow G3

Job Type: Full-Time Hours: 9am to 5pm

Job Description

Our client is looking for a motivated and customer-focused individual to join their team as the Director of First Impressions.

This crucial role involves serving as the face and voice of their office, ensuring that all clients, agents, and visitors experience exceptional service and a welcoming environment.

The Director of First Impressions is responsible for managing the front desk operations, handling a wide range of administrative tasks, and maintaining a positive, professional atmosphere.

Key Responsibilities

Front Desk Management:

• Greet clients, agents, and visitors with a warm and friendly demeanour.
• Answer and direct incoming calls, emails, and inquiries promptly and professionally.
• Manage the reception area, ensuring it is clean, organised, and welcoming.
• Maintain the office schedule, including booking conference rooms and coordinating meetings.

Administrative Support:

• Assist with data entry and updating company databases, namely REX CRM and Google Drive
• Support the Transaction Coordinator in assisting the agents with property listings.
• Process and distribute incoming and outgoing mail and packages.
• Support agents with administrative tasks, such as preparing marketing materials, printing documents, and scheduling appointments.
• Assist in light digital marketing tasks assigned by Marketing Specialist Assist in the planning and execution of company events, meetings, and training sessions.
• Assist MCA with tracking Agent Compliance Responsible for the Leadership Communication, emailed out to Agents on a Weekly basis
• Oversee the Email account that receives incoming leads and forward to agents in a timely manner.

Customer Service:

• Provide information about services and respond to client inquiries.
• Handle and resolve client issues with professionalism and a positive attitude.
• Ensure a seamless experience for clients and visitors by anticipating their needs.

Technology & Office Maintenance:

• Assist with the setup and troubleshooting of office equipment and technology.
• Monitor and maintain office supplies, placing orders as needed.
• Coordinate with vendors and service providers for office maintenance and repairs.

Team Collaboration:

• Work closely with the Market Centre Administrator, Team Leader, and agents to ensure smooth office operations.
• Participate in team meetings and contribute to a positive office culture.

Qualifications Education & Experience:

• Higher English and Higher Admin (preferred); associate’s or bachelor’s degree.
• Previous experience in a receptionist, administrative assistant, or customer service role is a plus.
• Experience in the real estate industry is an advantage, but not required.

Skills & Abilities:

• Excellent interpersonal and communication skills, both verbal and written.
• Strong organisational skills and attention to detail.
• Ability to multitask and manage time effectively in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office technology. Professional appearance and a positive, friendly attitude.

Attributes:

• High level of integrity and confidentiality.
• Self-starter with the ability to work independently and as part of a team.
• Ability to handle stressful situations with grace and professionalism.
• Passionate about providing outstanding service and contributing to a positive work environment.

Benefits:

• Competitive salary and performance-based incentives.
• Your birthday off (should you choose)
• Paid time off and holidays.
• Opportunities for professional growth and development.
• A supportive and collaborative work environment.