Senior Office Administrator - Real Estate

ANNEXURE BJOB DESCRIPTIONPosition Title: Senior Office Administrator - National Cape Town - Real EstateReports to: Directors, Office ManagerPosition Overview: The Senior Office Administrator plays a key role in providing administrative and agent support for all our Cape Town offices. The appointed person will be working under instruction but the ability to be self-motivated, use initiative and work independently is essential. The applicant must familiarize themselves with the company's strategic goals and aspirations to ensure that targets and goals are met. Qualities such as management skills, business and financial acumen will be an advantage as the incumbent should show a level of responsibility which will enable them to run the office in the manager's absence.Duties and Responsibilities / Core Tasks:Front Desk:Ensuring professional coverage of the front desk at all times.Primary point of contact for clients visiting and phoning the office.Dealing with telephone and email enquiries.Accurately relaying messages to Management and Agents timeously and ensure all messages have been communicated to parties by the end of the day.Processing emails, scanning and copying and distribution of same.Ordering and arranging for maintenance, supplies of office equipment and stationery.Purchasing of office supplies and refreshments.Co-ordinate drinks order, ensures reception area, meeting room and offices are clean.Supervise the office cleaner.Giving basic support and advice to customers, over the phone and face-to-face.Maintain appropriate interpersonal relationships with agents, employees, peers and clients.Welcome visitors and guests and direct appropriately.Ensures that she is familiar with the telephone systems, office automation and IT networks/processes to deal with issues and problems.Contracts – OTP's:Ensure CMA/Lightstone is attached.Scans documents for uploading and emailing purposes.Printing of the OTP and supporting documents and preparation for Principal to sign off on all new deals.Instructions of all new deals on Prop Control.Weekly updates and follow up on Lexis tracker on all pipeline deals and must be recorded on Prop Control.Preparation of all commission calculations and vouchers for all new deals for approval by the Office Manager.Submitting of FIC reporting on all new cash threshold deals to the FIC compliance officer.Weekly follow up on suspensive conditions with service providers and bond feedback.Type letters to buyer/seller to be sent with copy of OTP and email client or ensures agent delivers if no email address is available.Update and request information on Referrals / Shared deals.Agent support and back-up:Ensuring agent files contain all relevant signed contracts, office rules, service agreements, required EAAB and other statutory documents and are 100% up to date at all times.Preparing relevant documentation for Sales Manager when new agents join.Assist new agents to complete relevant documentation when joining and ensure signed documents are handed back for agent files.Ensuring that new agents order their first business cards and stickers – ensuring these orders are followed up and correct and distributed to the agents a.s.a.p.Handing out agent's boards and poles and updating stock sheet daily.Assisting agents to set-up their laptops on the office network and printer.Familiarising new agents with the office set-up and how to utilise facilities e.g. Printers, internal office systems.Ordering new agents e-mail addresses and starter packs.Set-up of new agent profiles on the software.Handing out of usernames and passwords to agents.Setting up email for agent together with email signature.Training new agents on how and when to submit advertisements.Assist agents and familiarize them with available systems and tools to operate more effectively.Assist agents with referrals and shared deals & normal deals and update information on a daily basis.Distribution of emails, messages, correspondence and other necessary information to agents as received and follow up whether they responded back to the clients.Assist agents with administrative requirements if and when needed.Assist agents with CMA / Lightstone reports if and when needed.Provide training assistance and support to agents on software and other systems in order for them to operate effectively.Providing general data and information to agents.Checking on agents' listings on the website and systems on a regular basis to provide feedback and support where needed.Assisting manager to train agents on all office systems and procedures etc.Take, transcribe and type minutes of meetings, if necessary and required.Assist agents with marketing material examples and providing support by showing them what is available.Ensuring agents are provided with new calendar occasion email campaigns (Father's Day, Worker's Day etc.) and assist them with the necessary training to use these items.Ensure training sessions attended by agents are noted in their personal files (Agent Appointment Checklist).Handing all mandates to Office Manager to be signed off.Keeping the Office contact list up to date.Updating agents passwords list.Updating the General Contact list.Keep track of all Showhouses being sat by agents and mail to Office Managers if necessary and required.General:Preparation of weekly conveyancing meeting data for all Pipeline deals for Management.Assisting in preparing and ordering marketing and exhibition material as and when required by management e.g. pamphlets.Any and all other functions as deemed necessary from time to time and required by Management.RNS/MLS/ERL (where applicable):Capture mandates, amendments and other related information on website.Maintain records including emailing changes to RNS/ MLS/ERL.Capturing and following up on all RNS /MLS/ERL mandates given by agents.Creating Open Hour dates on RNS /MLS/ERL and mailing the time and date to the Office Manager.Important:The applicant must have worked in Real Estate before understanding the transfer process.Must be experienced in Excel and Word.Salary will be depending on experience.Applicants with a proven track record in real estate administration will have an advantage.Job Type: Full-timePay: From R15000,00 per monthApplication Question(s):The appointed person must have a proven track record in Real Estate Administration for more than 24 Months, must be able to work under pressure and have an understanding of the transfer process. Qualities such as management skills and business and financial acumen will be an advantage as the incumbent should show a level of responsibility which will enable them to run the office in the manager's absence.Experience:Real Estate Administration: 2 years (Required)Application Deadline: 2023/10/11
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