Job Description

Our client in real estate is currently looking for a dynamic Office Administrator to join their team. The company has extensive experience in the property industry and they strive to make a meaningful impact in the property space.

Duties and responsibilities:

Daily tasks:

• Open the office
• Feed the fish (if applicable)
• Check that the office and kitchen area is clean
• Check that all printers have paper and restock as needed
• Check the stationery cubicles and stock up as needed
• Answering the switchboard & gate
• Be on time
• Be professional at all times
• Dress in business attire

New agents set up:

• Ensure that there is always new agent stationery printed and ready for management.
• Link new agents to EAAB & verify that their EAAB online profile is working and current.
• Set up agent on the printer
• Set up on all it systems, ( website, email, base, zap, cma / lightstone, phone codes)
• Set up agents email on outlook.
• Check agents signature is reflecting on the email
• Add agents email to their cellphone
• Add agent to office telephone list, birthday list and office facebook and instagram pages.
• Advise attorney pro's, erl /rns and b/o's of new agent
• Order new agents marketing material from jetline
• Send head office an email with regards to adding new agents signature and on the website.
• Remove agents that have left from all the systems and notify the EAAB
• Advise attorney pro's, erl /rns and b/o's of termintaed agent
• Remove agent from telephone list and birthday list and printer

Agentsxe2x80x99 files:

• Maintain and update all agents personal files and master agent lists on the server.
• Record and up date all tax directives.
• Maintain a current EEAB file.
• Do eaab queries.
• Generate sars tax directive letters for agents every january or as needed if the agents are new.

Photos:

• Arrange to have new agents photos taken
• Load agents photo onto the systems
• Send new recruited message on whastapp group after agent has been added.

New deals:

• Scan all new deals and email to the admin centre.

General office duties:

• Log onto base and quality check all listings done in the past 24 hours.
• If no photo or incomplete notify the agent and make sure it is corrected.
• Load all mandates and ensure that the mandate list and zap is updated regularly.
• New agents system training.
• Send out daily rns/erl open hour lists
• Assist agents with cma / lightstone reports as well as contact information and all other queries.
• Ordering of buisness cards, name badge, stickers etc through jetline - sales manager to authorize.
• Generate agent of the month certificates
• Maintaining of all office invoices
• Signing keys in and out for both rentals and mandates
• Signing out electricial certificates of compliance
• Send, receive and answering of e-mails
• Compile monthly grocery list and monitor usage
• Ordering of all stationery by the 1st monday of each month
• Screen calls before transferring to management
• Stock control of office storeroom such as boards, poles etc. record which agent has what stock.
• Sort out all office it queries on a daily basis
• Allocate agents to open hour
• Send an updated tax directive list and contact detail list to head office on a weekly basis.

Property24 & private property:

• Periodically check that all current agents are appearing on the websites.
• Check that listings from base have pulled through to the websites.

Mandates:

• Assist agents with valuation letters - cover page, valuation letter, exclusive mandate & marketing plan & brochure
• Load all mandates on zap
• Send all rns mandates to rns/erl
• File in rns/erl mandate file
• File all exclusive mandates
• Send out a weekly mandate schedule to all agents

Close office:

• Shut down laptops & pack in store room
• Switch off lights
• Switch on alarm and lock office

Requirements:

• IT skills and knowledge is essential
• Own vehicle required
• Understanding of real estate industry will be advantageous

Salary:

• R10 500 per month

InspHired Recruitment Solutions