AddressBelle Property Hope Island is looking for a full-time Executive Assistant or Personal Assistant, to support lead sales agents, operating within the Gold Coast area.
Training will be provided for the right candidate. The role of the PA / EA Assistant is to handle a wide range of Real Estate administrative and executive support-related tasks for the Lead Agent in the Real Estate industry.
Please note, that only Real-Estate Experience persons are to apply.
Key Accountabilities
- Calendar management, requiring interaction with both internal and external parties, to coordinate a variety of tasks/appointments and meetings.
- Answering phones and handling enquiries.
- Communicating and handling incoming and outgoing electronic communications.
- Prioritise and manage multiple projects simultaneously, and follow through on issues in a timely manner.
- Ensure that the administration of the new listing is completed.
- Ensure that all new vendor experiences reflect our brand values and service.
- Ensure that all required auction campaign activity is completed accurately and on time.
- Diary management and organisation of schedules.
- Organise an agenda and notes for a team meeting.
- Attend any office sales meetings, where necessary.
- Answering phones.
- Filtering agent email.
- Keeping agent's listing kit refreshed.
- Creating any appraisal letters or proposal documents.
- Organise settlement packs.
- Organise personal life outside of the Real Estate, as appropriate.
- Adminstrating vendor reports.
- Comfortable on the phone with buyers and sellers.
- Administrating the lead agents' marketing needs, social media accounts etc.
- Capable of attending building and pest inspections
- experienced in typical document control and administration, forms such as form 6, contract of sale, marketing and auction campaigns, etc
- Experience in operating a CRM and a lead agent database.
- Attending open home inspections
- Team player,
- ability to have good time management and autonomy of daily activities execution etc.
- A full turnkey support administration assistant to the lead agent.
Prospecting
- Create a call list for the sales agent daily, importing and exporting data from the database for these call lists: current vendors, buyers, past clients, A/B/C pipelines, market watch, networking group, and the sphere of influence.
- Organise and administer all agency marketing as per the business plan.
- Manage lead agent core area and overall client base.
Appraisals
- Prepare listing kits.
- Create Marketing Schedules.
- Create/ print agency agreements for an agent.
- Search comparable sales/on-the-market properties for the agent.
- Organise and send out pre-listing kits.
Sales Process
- Receiving and compiling, all buyer feedback from the agent.
- Put together weekly vendor reports and send reports as an email summary to vendors.
- Processing sales advice.
- Organising open for inspections each week.
- Confirm what ads are booked into each publication at the start of every week with the agents.
- Database entry, price changes, offers and updates.
- General liaison with vendors and buyers.
General
- Maintain high-quality standards in the delivery of services.
- Keep up to date with relevant legislation.
- Utilise the use of emails for providing information to staff and Clients.
- Help develop the company culture and morale.
- Provide monthly reports to management.
- Minimise costs and outlays to the Agency.
- Ensure effective application of all procedures for which this role is accountable.
- Attend all training sessions, conferences, seminars, meetings and work functions as directed by management.
- Alert management to potential or known problems promptly.
- Adhere to minimum business standards as supplied.
- Attend to complaints in a prompt and courteous manner.
- Participate in ongoing performance reviews.
- To maintain a corporate and professional level of dress at all times.
- Other duties may be required from time to time.
- Proactive support and assistance of other team members in the Division, as time allows or as required.
- Prompt referrals to other Divisions to maximise opportunities.
Key Skills, Qualifications and Attributes
- Current Registration.
- Current Drivers Licence.
- Knowledge of relevant legislation.
- Sales experience, but not essential.
- Computer literacy.
- Highly organised with excellent time management skills.
- Goal and target-driven.
- Attention to detail.
- Negotiation, presentation and closing skills.
- Excellent people skills.
- Strong customer service focus and skills.
- Positive attitude.
- Property management knowledge.
- Knowledge of building maintenance basics.
- Local area knowledge.
- Pride in work.
- Adherence to systems.
- Excellent phone manners.
- Strong written and verbal communication skills.
- Able to demonstrate initiative and be proactive.
