Ref: SMI 11435 - Office Administrator (With experience at an Estate Agency) Employer Description A prominent Real Estate Agency located in the Johannesburg North region. Job Description We are looking for an experienced and professional Office Administrator with a stable track record and vibrant personality to Assist our team at our office. You will be reporting to the Sales Manager. You will be responsible for the following: 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 inquiries. Accurately relaying messages to Management and Agents timorously and ensure all messages has been communicated to parties by the end of the day. Processing faxes, 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 orders, 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 Lightstone/ Windeed/ SAPTG is attached. Scans documents for uploading and emailing purposes. 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 with or from other franchise offices within the group. Ensure Referrals from other franchise offices within the group is updated on OMS when referrals are successful. 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 record. Assisting agents to set-up their laptops on the office network. Familiarizing new agents with the office set-up and how to utilize facilities e.g. Printers, faxes etc. Ordering new agents e-mail addresses from HO. Set-up of new agent profiles on the OMS, RNS, Navigator and Treasure Map. Handing out of user names and passwords to agents – OMS, RNS, email, Navigator, Treasure Map. 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 to other franchise offices within the group and update information on a daily basis. Accept incoming referrals from other franchise offices within the group and ensure distribution to agents. 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 Lightstone/ Windeed/ SAPTG reports if and when needed. Provide training assistance and support to agents on OMS, Lightstone, Treasure Map, Navigator and other systems in order for them to operate effectively. Providing general data and information to agents. Checking on agents listings on the website RNS and OMS system 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 Creating a half day roster for Office administrators Keep track of all Showhouses being sat by agents and mail to Office Managers if necessary an required General Set up and maintenance of agent’s scoreboards. 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 and the company Franchisor. RNS/MLS/ERL (where applicable) Capture mandates, amendments and other related information on website. Maintain records including faxing changes to RNS Capturing and following up on all RNS mandates given by agents Creating Open Hour dates on RNS and mailing the time and date to the Office Manager. Uploading Open Hour slips on RNS and provide the agents with the Valuation. Sending all RNS Mandates and Amendments Arrange for training of new agents. Capture new agents on website and provide assistance with using the system. Ensure notices, replies and amendments are done within prescribed timeframes. Advertising Compile and submit new adverts to newspapers as received from agents on a weekly basis. Correct and enhance the information for the publication. Ensure the changes are made when the proof is received from the publication. Ensure deadlines are met and signed off by the Manager before final submission. Compile adverts for vacancies if and when required. Ensure adverts are reviewed on a regular basis and that new campaigns for marketing is run regularly. Ensure marketing material for special occasions are used with weekly advertising when necessary. Ensure requests for new marketing material is requested timeously, checked and carefully on receipt of same. Have proofs signed off. Websites Checking website on a regular basis during each day for any errors, photo quality of your franchise’s properties as well as assisting agents with any queries on websites. Reporting issues or problems to Head Office Rectifying any mistakes i.e. spelling mistakes, bad photo quality. Contacting agents not up to standard and training them until their website listings are up to standard. Office administration including staff/personnel Set up, maintaining and implementing systems where necessary for agent records and other administrative information. Updating and maintaining Office Administrator training manual and procedures/information file provided. Co-ordination and implementation of office procedures. Familiarizing and constant update self on systems – OMS, Treasure Map, Navigator. Familiarizing self with information on Dropbox system and assisting agents/manager when information is required. Handle specific projects and tasks and in some cases oversee and supervise. Arranging internal / external events and provide logistical support. Implement and maintain filing systems and file all correspondence/documents. Composing correspondence – producing correspondence and documents. Maintain office records – insurance, telephone lists etc. Liaison with service providers. Prepare reports, memos, faxes, letters and other documents for management if and when required. Read and analyze incoming memos, emails and other documents in order to determine their significance and distribute accordingly a.s.a.p. Maintain necessary contact sheets, schedules and calendars and distribute accordingly. Develop and maintain inventory system for boards, droppers, signs etc. Develop and maintain information sheets for usernames and passwords, fidelity fund records etc. Maintain files for Mandates brought in by agents and follow up on outstanding mandates. Assist and / or complete necessary reports. Compile statistical information and updating agent goal/performance system. Monitor the use of supplies and equipment. Ordering of supplies and marketing equipment such as poles and For Sale boards after concurring with manager. Co-ordinate the repair and maintenance of office equipment. Respond to public inquiries and distribute accordingly. Order stock of coffee, tea, sugar and stationery. Maintain agent/staff records. Ensure agents are registered with EAAB annually and provide support where necessary. Motivate agents. Keep respectable appearance at all times. Open and closing of office daily. Reporting back to manager as and when tasks given have been completed. Qualifications Business Management Diploma/or related qualification. Skills The successful candidate will be someone who is fluent in English and well-spoken to fit in with the Sandton brand who can deal with agents, multitask and cope under pressure. Computer literate. Min 2 - 3 years' experience at an estate agency or previous conveyancing background required. R15 000 pm Qualifications Business Management Diploma/or related qualification. Skills The successful candidate will be someone who is fluent in English and well-spoken to fit in with the Sandton brand who can deal with agents, multitask and cope under pressure. Computer literate. Min 2 - 3 years' experience at an estate agency or previous conveyancing background required.