Administrative Assistant

4 days ago

Pretoria, South Africa Stonebridge HR Solutions Full time

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.

**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.
- 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.
- 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 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 listin

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