CRM & Communications Coordinator

About Dwelly

Dwelly — a UK-based, AI-enabled lettings and property management platform, that is growing through a roll-up strategy acquiring estate agencies. The company leverages two arms: i) acquiring existing letting agencies, effectively buying its highly sticky, recurring revenue-type landlords portfolios, and then ii) building a top-notch technology to automate tenant management, payments, and post-rental property maintenance. The company seamlessly integrates AI services to automate all business processes within brick-and-mortar real estate agencies, integrating them into a tech-enabled digital letting platform in two months to radically improve the user experiences and increase efficiency of the business.

We’re a fast-growing, product-focused company, backed by top-tier investors and led by a team with deep experience in real estate, technology, and operations.

Position summary

We are looking for a CRM & Communications Coordinator to own landlord and tenant communications across our growing portfolio of acquired agency brands. This is a CRM-first role — you will be responsible for managing and optimising high-volume email communications that keep our landlords and tenants informed, engaged, and retained as we scale through acquisitions.

This is not a brand-building or campaign management role. It's about operational excellence in communications: making sure the right message reaches the right audience at the right time, consistently, across a fragmented and growing multi-brand portfolio. You will own the Mailchimp database, manage audience segmentation, deploy regular communications at scale, and build the templates and systems that allow each new agency acquisition to be onboarded into our communications infrastructure quickly and consistently.

This role is ideal for someone who is organised and process-driven, comfortable working with large contact databases, and able to produce clear, on-brand copy quickly. Experience in a tech company or fast-growth environment where you have managed communications to tens of thousands of contacts is essential. Success in this role looks like all acquired agency brands on a consistent monthly communications cadence, measurable improvement in landlord newsletter engagement quarter on quarter, and a reusable template and segmentation system that scales cleanly to each new brand acquisition without requiring a rebuild from scratch.

Key responsibilities

• Own and manage the Mailchimp database across all acquired agency brands — importing contacts, maintaining list hygiene, managing unsubscribes and bounces, and keeping segmentation accurate as the portfolio grows
• Build and maintain audience segments by contact type (landlord vs tenant), by brand, by geography, and by lifecycle stage, ensuring the right message reaches the right audience every time
• Deploy, schedule, and monitor all outgoing email campaigns across the portfolio — managing deliverability and maintaining sender reputation at scale
• Manage the recurring communications calendar: monthly landlord newsletters, regulatory updates, platform announcements, and tenant-facing messages — adapted per brand but built on shared templates
• Track and report on email performance metrics (open rates, CTR, unsubscribes) and use data to improve segmentation, timing, and messaging over time
• Onboard each new brand acquisition into the Mailchimp infrastructure — importing and cleaning contact lists, setting up segmentation, building templates, and bringing them onto the standard communications cadence
• Build and maintain a library of reusable templates, copy blocks, and brand assets so new agency acquisitions can be onboarded quickly and consistently
• Use Zapier and AI tools to automate repetitive content production tasks and operational workflows, keeping the workload manageable as the portfolio scales
• Maintain clear internal documentation so processes are consistent, transferable, and easy to hand over as the team grows
• Support visual asset production using Canva and Figma for email and template assets
• Manage Google Business Profile across the portfolio

Qualifications and Preferred Background

Essential

• Experience working in a mature CRM environment (tech, e-commerce, or fast-growth company) and a clear understanding of what "good" looks like in CRM operations at scale
• Hands-on experience with CRM and email marketing platforms (e.g. Mailchimp, HubSpot, Klaviyo, or similar), with a practical understanding of how these systems are used for audience management, campaign execution, and automation
• Practical understanding of email infrastructure and deliverability (sender domains, authentication, list hygiene) <li class="font-cl