Administrative Assistant

We have a vacancy available for an Administrative Assistant in the Faerie Glen area (Pretoria East).

Requirements:

• Matric / Grade 12
• Tertiary qualification will be an advantage
• 3-5 years experience preferably in within the property industry
• Computer Literate - MS. Office 
• Excellent communication skills - fluent in both English and Afrikaans 
• Valid drivers license and reliable transport
• Experience with Lightstone and PropData will be an advantage

Requirements:

Reception:

• Receive and welcome visitors, deal with inquiries on the phone in person;
• Supply appropriate information regarding the Employer to the general public, clients and customers;
• Arrange refreshment for guests and meetings;
• Answer telephone professionally, screen and direct calls;
• Take and relay messages;
• Ensure knowledge of staff movements in and out of Employer’s office;
• Manage all correspondence and delegated communication from the Employee’s managers (incoming and outgoing). Handle all correspondence in receiving, registering and distributing incoming mail and sending outgoing mail;
• Maintain a neat and organised reception area;
• Coordinate boardroom bookings;
• Help coordinate all courier distributions according to the SOP.
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Team leaders and Agent support:

• Providing friendly assistance, service to team leaders & agents at all times.
• Assist Admin manager with a current and accurate filing system with regarding to transactions – this will be specifically for all documents and agreements. Each Team Leader and Agent will be responsible for the filing and keeping of their listings. Admin will however keep a hard and soft copy of each listing done as backup.
• Ensure the following gets diarised in Outlook Calendar:
  • Dates for mortgage approval
  • Guarantees
  • Deposits
  • Sale of properties
  • Registration of property dates
  • Client birthdays
• Give feedback to listing owners every 2nd week, admin to get necessary details from the Team Leader/Agent.
• Typing and printing of Valuation letters for Team leaders/Agents.
• Keep track of listing book, key book, instruction book and stock book.
• Ensure “On Show” package and brochures are done by Friday 12h00.
• Keep the buddy system/drawers up to date and full: - Contracts – this will work on a number system that must be signed in and out with admin.
  • Mandates
  • Immovable Property Condition report
  • Buyers packs
  • Listing presentations
  • Listing forms
  • Invoice instruction forms
• Ensure the rotation book of incoming calls and walk-in customers gets managed daily.
• Prepare buyers packs and Listing presentation on request.
• Remind and notify agents to CPD courses.
• Keep the statistics (CMA’s) of areas updated, with info provided by agents or registered sales.
• Set up of new Team leader/Admin of email addresses, telephone codes, printer and WIFI etc.
• Discussion and organisation of events. Keeping agents and team leaders informed or all national and regional events correspondence from Holdings

PropData system:

• Upload listings to PropData
  • Ensure all photos to be edited on all listings.
  • Ensure all agents send their listing headings and descriptions via email or WhatsApp.
• Listing stock must be kept up to date and ensured they are ranked high.
• Assist with matching and sending of photo brochures to potential clients.
• Any changes on listings to be done same day as requested.

Agreement of Sales/Contracts:

• Assist Admin Manager to ensure completed FICA & RMCP documents are received, Team leaders and Agents to assist to get this from their clients.
• Assist Admin Manager with emailing of Agreement of Sale to buyers, sellers, attorneys, banks and bond originators.
• Assist Admin Manager to diarise all important dates regarding the Agreement of Sale – this is done on Outlook and HubSpot.
• Assist Admin Manager to handle all typing of letters to clients, buyers, sellers, attorneys, banks and bond originators.
• Give registered files through for statistics.
• Assist Admin Manager to send progress reports to buyers and sellers every second week, as per progress and info received from the attorneys and/or bond originator/bank.
• Admin will liaise with the Attorneys to give update on transactions on a weekly basis.
• Compile annexures on time for Agreement of Sales where needed and extension is needed.
• On Show packages to be prepared with the below:
  • On show brochures
  • Register

Stock control and ordering of marketing material and branded items:

• Keep Sale and On Show boards up to date and stocked.
• Ordering of marketing material and branded items,
• Attend to the procurement and distribution process for all the Employer’s branded marketing material;
• Ensure that all marketing material and branded items are properly booked in and out from the Employer’s store room;
• Ensure that monthly stock-take is done thoroughly and collaborate with the Bookkeeper;
• Ensure that all branded items are in proper working order when checked in and out of the store room;
• Maintain records of the Employer’s stock levels in order to facilitate orders for collection by Franchisees at Employer’s office;
• Ensure that orders are processed and delivered without delay

Social Media:

• Assist Admin manager with new listings, registered sales and on show houses will be posted on the company's social media pages – Facebook and Instagram.
  • Make images for the above platforms on PowerPoint.

General duties and own office administration:

• Perform own office administration and maintain a user-friendly filing system (manual and electronic) to ensure quick and easy reference to original documentation;
• Conform to all relevant standard operating procedures;
• Ensure data is backed up to the server at all times;
• Perform or assist with general duties of the Employer when and if required.

Please note only shortlisted candidates will be contacted