Administrative Assistant

SUMMARY:
Administrator
 
Our client in the real estate industry is looking for an on-the-go, dynamic administrator to maintain, sort and manage 2-3 real estate agents. If you love multi-tasking, organizing, client service and general administration then this is your perfect position.

POSITION INFO:
Duties include but not limited to:
 

1. Listing & Property Administration

• Create and upload property listings on platforms such as Property24, Private Property, and the agency website.
• Capture and update property details (price, description, features, location).
• Upload and organise photos, videos, and floor plans.
• Ensure listings are accurate and updated when price or status changes (sold, under offer, withdrawn).
• Remove expired or sold listings.

1. Client & Lead Management

• Capture buyer and seller information into the CRM system.
• Track and allocate new leads to the appropriate realtor.
• Respond to initial online enquiries.
• Follow up with potential buyers regarding viewings.
• Maintain a database of buyers, sellers, and past clients.

1. Viewing & Appointment Coordination

• Schedule property viewings for the realtors.
• Confirm appointments with buyers and sellers.
• Manage daily calendars.
• Send reminders for viewings and meetings.

1. Marketing Support

• Prepare marketing materials:
  • Property brochures
  • Social media posts
  • Email campaigns
• Post listings on social media platforms.
• Update the agency website with new properties.
• Coordinate with photographers or videographers.

1. Offer to Purchase (OTP) & Transaction Support

• Prepare and send Offer to Purchase (OTP)
• Ensure all paperwork is signed and completed.
• Liaise with:
  • Buyers
  • Sellers
  • Conveyancers
  • Bond originators
• Track the progress of property sales until registration.

1. Compliance & Documentation

• Ensure all FICA documents are received and filed (ID, proof of address).
• Maintain organised digital and physical property files.
• Assist with compliance requirements related to the Property Practitioners Regulatory Authority (PPRA).
• Keep copies of mandates and contracts.

1. Office Administration

• Answer calls and general email enquiries.
• Prepare reports for the realtors (weekly listings, sales updates).
• Order office supplies if needed.
• Maintain organised filing systems.

1. Communication & Coordination

• Act as the main admin contact between clients and the realtors.
• Update clients on progress where necessary.
• Coordinate meetings and property inspections.

• Matric coupled with administration and / or finance diploma
• Fluent in Afrikaans & English
• Fully computer literate – understanding of social media and other portals (advantageous)
• Own reliable vehicle
• Real Estate experience would be advantageous

• Strong administration sills
• Problem solving skills
• Conflict resolution
• Ability to work under highly pressurized environment (sales)