Office AdministratorOffice Hours: 8am to 5pm (Mon-Fri) Duties & Responsibilities:Reception/Front OfficeAttend all inbound calls Attend all general office emailsListings & MandatesReceive new listing (Listing Sheet, Mandate, Property Conditions Report, FICA Documents, Lightstone or CMA Report)Vet and approve all listings on MOONAssist agents with write-ups and marketing text (AD HOC DUTY)Manage listing expirationsReferralsAdminister the referral system (GRN)Property Management/Rental ManagementUpload properties to PayPropUpload Lease Documents to PayPropInvoicing and reconciliations on accountsProperty maintenance and repairsProcess tenant applications and conduct tenant vetting (credit vetting via TPN, fraud prevention, reference checks)Assist with drafting of lease agreements (ad hoc)Manage lease renewalsHandle all queries/disputes relating to managed lease portfolioAsset ManagementMaintain record of, and enforce access control to pointer boards stock, gazebo, chairs, telescopic poles and flags, tables, tablecloths, spinning wheel, pop-ups, covers/bags, pegs/pins, arch and motor in the prescribed format and file.Maintain/manage office equipment (printers, phones, internet, water dispensers, coffee machines and all other equipment)Contracts ManagementManage contracts related to systems, equipment and leases, as well as infrastructureDigital Calendar ManagementDiarise all training, meetings, events, activations, show days and other important dates in agent and management calendarsDiarise all leave days, sick days and other days impacting operationsWhatsApp Group ManagementEnsure participation on WhatsApp GroupsMonitor WhatsApp Groups for support requests by agents, staff and managementCommunicate important information to agents, staff and management on the relevant WhatsApp GroupsMaintain a positive company culture through actively engaging the WhatsApp Groups in a motivational mannerDelete any inappropriate or negative content on the WhatsApp GroupsHR & PayrollManage the onboarding and off-boarding of agents and staff, and maintain personnel filesSubmit request to marketing to acquire collateral for new hiresEnsure PPRA applications and payment submissions/change of company submissions are made by new agentsOff-boarding of exiting agents with the PPRAEnsure payroll submissions are made in line with cut-off datesManage the incentives through accurate submission to payroll in. A timely mannerManage leave and sick leaveManage agent leave and absence by ensuring caretaker assignment on listings and availability of caretaker agent)Produce commission statements for submission to payroll on agent commissions earnedMaintain registers of all meeting attendances and training attendances (staff and agents)Maintain staff attendance registers (clock-in, clock-out)Systems AdministrationAdminister and manage all systems and programs used by the company, and assist agents and staff with trouble-shooting systems (TVA, CMA, Lightstone, Google Drive, OneDrive, TPN, PayProp, MOON, 21Online, XERO)Audit usage of systemsFinancialInvoice attorneys for commissions due on properties soldMaintain accurate financial records and source documentsGeneral SupportProvide support to agents as requiredRelationship ManagementMaintain relationships with stakeholders (attorneys, bond originators, suppliers and other interested persons)
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