Office Administrator

**Position Overview**:
The Office Administrator plays a key role in providing administrative and agent support for the office. The appointed person will be working under instruction but the ability to be self-motivated, use initiative and work independently is **essential**. She must familiarize herself with the company's strategic goals and aspirations to ensure that targets and goals are met. Qualities such as management skills and business acumen will be an advantage as the incumbent should show a level of responsibility which will enable her to run the office in the manager's absence.

**JOB DESCRIPTION**:
**Duties and Responsibilities / Core Tasks**:
**Front Desk**:

- Ensuring professional coverage of the front desk at all times.
- Primary point of contact for clients visiting and phoning the office.
- Accurately relaying messages to Management and Agents timeously 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 CMA/Lightstone/Windeed/SAPTG is attached.
- Update and request information on Referrals / Shared deals

**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.
- Familiarising new agents with the office set-up and how to utilise facilities e.g. Printers, faxes etc.
- Set-up of new agent profiles on the software.
- Handing out of usernames and passwords to agents.
- 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 and shared deals & normal deals and update information on a daily basis.
- Assist agents with administrative requirements if and when needed.
- Assist agents with CMA / Lightstone/Windeed/SAPTG reports if and when needed.
- Provide training assistance and support to agents on software and other systems in order for them to operate effectively.
- Providing general data and information to agents.
- Checking on agents listings on the website and systems 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.
- 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

**RNS/MLS/ERL (where applicable)**
- Capture mandates, amendments and other related information on website.
- Maintain records including faxing changes to RNS/ MLS
- Capturing and following up on all RNS /MLS mandates given by agents
- Creating Open Hour dates on RNS /MLS and mailing the time and date to the Office Manager.

**Salary**: R8,000.00 - R12,000.00 per month

**Education**:

- High School (matric) (preferred)

**Experience**:

- Administrative office procedures, practices and equipment: 3 years (preferred)
- Real Estate: 5 years (required)
- PropCtrl: 3 years (required)