Administrative Assistant

SUMMARY:
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POSITION INFO:

Administrative Assistant

Our client is defining the future of real estate. At the very heart of what they do is a deeply engaged connection with what is important to their clients – their families, their lives, their businesses and their interests.

Position Summary:
The Administrative Assistant will provide comprehensive administrative support to the real estate business, ensuring smooth and efficient operations. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. The ideal candidate will be proactive, adaptable, and capable of working in a fast-paced environment.

Responsibilities:

Customer Experience

• Call answering and messages taking
• Diary management and scheduling meetings
• Assist in the preparation of reports, presentations and data researches
• Drive customer journey improvement initiatives
• Provide excellent customer service to internal and external stakeholders.
• Address inquiries and resolve issues in a timely and professional manner

On-boarding/off barding new teams

• Onboarding new starters and processing leavers within the team according to company process.

Sales Administration

Provide excellent sales administration to multiple members with a high level of attention to detail, to include:

Property listings:

• Create & manage new contacts, property records & instructions on our CRM system
• Create template letters and documents on CRM system
• Manage our due diligence process for clients in line with our company policies and guidelines.
• Liaise with clients to obtain necessary documents for compliance and booking photos and floor plans.
• Creating descriptions and producing marketing brochures.

Accounts:

• Accurate generation of sales request invoices (close liaison with our accounts team and the agents)

General:

• Prepare ad hoc reports for clients and Leadership
• Systems champion – ability to trouble shoot and project manage the team for systems processes and procedures.
• Assist with special projects and initiatives as assigned by the Shared Service Centre Manager

Local Marketing

• Create marketing collateral
• Organise EPCs, photos and floorplans with external suppliers
• Update property listings on internal and external web portals
• Supply imagery and property information for marketing campaigns

Skills Required

• 3 years+ of experience in an administrative or support role, preferably within a real estate or shared services environment
• Proficient with Microsoft office packages and G-Suite
• Flexibility, adaptability and a co-operative attitude
• Calm under pressure with strong problem-solving skills
• Excellent standard of English grammar and spelling
• Diligent and efficient
• Ability to work independently and as part of a team
• Self-motivated
• Rules and policies driven

Work Environment:

• This position operates in a professional office environment.
• Standard work hours are Monday to Friday, 09:00 AM to 06:00 PM, with occasional overtime as needed.