Job Description

An established real estate agency in Durbanville is looking for a dynamic and experienced Office Manager to join their team. The purpose of this role is to support the sales team and represent the company in the day-to-day running of the office, ensuring smooth operations in office management and after-sales administration. This includes but are not limited to marketing, printing flyers and window cards, database management and communication, gifts and key handovers, canvassing support, office stock control and maintenance, marketing material, new staff onboarding, referral and board/ticket maintenance, photography and staging, reception and front office, invoices for creditor payments, marketing campaign material & social media, advertising on all platforms and portal management.

ROLES AND RESPONSIBILITIES

OFFICE ADMINISTRATION

? Support is provided to the agents to maximise their sales and performance, in that an energetic and well-organised office environment is maintained.

? Events and special days are organised in advance to ensure the smooth running thereof.

? Regular audits are performed on all listings to ensure information is 100% accurate at all times.

? Professional photography is arranged for new listings, and all appointments with the photographer and agents are scheduled.

? General reception and office maintenance are performed to ensure that everything (refreshments, cleaning, stationery, printing, systems, water, lights, wifi) works, all visitors and staff feel welcome, and all feel at home and are assisted as soon as possible.

? New employees are inducted into our systems to ensure they feel at home, adhere to office protocol and standards ensuring that the best talent is attracted to our team.

? The database is managed using various software programmes i.e, PropCon, Outlook, Property funnels, Mailchimp, and Excel, to ensure 100% accurate information at all times.

? Seller and Buyer data is managed, including birthdays, anniversaries, and all other information.

? Assist with rental administration: Opening of files, creating invoices and payments, and general administrative tasks using Payprop.

MARKETING

? The process of new listings & properties under offer tasks such as marketing 5X5s, printed material (showhouse brochures, window cards), gifts, and portal management, is proactively and optimally managed to ensure the agents have all they require, timeously.

? The marketing team is coordinated with campaign materials and advertisements, such as internal social media and other marketing platforms.

? All listings are either advertised, featured,/or sponsored, depending on the area and pricing.

AFTERSALES & LEGAL

? Sales files are opened and managed, calendar invites are sent, checklists, commissions, FICA and sales data are recorded.

? Board management (listings & conveyancing) is maintained using PropCon; all sales data is captured for easy tracking and reporting to management.

? The after-sales process is managed to ensure deadlines are met for guarantees, COCs, Fica requirements, and transaction coordination between agents and conveyancers.

? Invoices are requested from finance and sent to the relevant parties for payment and keeping records thereof.

MUST-HAVES:

? Must already live in Durbanville or Bellville and know the area well.

? Office management experience in a real estate office, 3+ years, is essential.

? Computer Literacy; Adobe, MS Office, PropCon, PropData, PayProp, TPN.

? Own car and valid driver's license.

? Exceptional communication skills (verbal and written).

? Able to work under pressure and remain focused.

? Able to prioritise tasks.

? Resourceful and solutions-focused.

? Working knowledge of an estate agency.

? Well organised

? Efficient

? Motivated

? Pro-active

? Detail-orientated, able to pick up the smallest of errors

? Pleasant personality, positive attitude contributing to the team environment.

? Team Player mindset.

? Desire to contribute and support.

? Care deeply about clients, guests, and agents

? Strong sense of discipline, integrity, and honesty

Job Types: Full-time, Permanent

Pay: R18500,00 - R24000,00 per month

Application Question(s):

How would you rate your PropCon / Propdata / Payprop skills (rating out of 10)? Please elaborate. Do you live in Durbanville/Bellville surrounds and know the area well? Tell us about your experience in the Real Estate Industry. Do you have a car that you can use during business hours?
Experience:

Office Manager: 3 years (Required)
License/Certification:

Driver's license (Required)
Work Location: In person

Application Deadline: 2025/05/07