Job Summary:

The Office Administrator will ensure the efficient operation of the real estate agency by managing day-to-day administrative activities, supporting the team with organizational tasks, and delivering exceptional customer service.

Key Responsibilities:

1. Office Operations Management

• Oversee the daily running of the office, ensuring a clean, organized, and functional workspace.
• Manage office supplies inventory, including ordering, stocking, and ensuring cost efficiency.
• Maintain and update office policies and procedures as necessary.

2. Administrative Support

• Handle document preparation, including agreements, contracts, and other real estate-related paperwork.
• Maintain accurate and up-to-date filing systems (physical and digital) for property listings, contracts, and client records.
• Ensure compliance with legal and regulatory requirements, such as proper documentation for property transactions.

3. Client and Vendor Coordination

• Act as the first point of contact for clients visiting or calling the office, providing them with a professional and welcoming experience.
• Schedule property viewings, client meetings, and other appointments, coordinating between agents and clients.
• Liaise with external vendors and service providers (e.g., cleaning services, IT support) to ensure smooth operations.

4. Communication and Correspondence

• Manage office communication, including answering phone calls, responding to emails, and distributing messages to the relevant parties.

5. Team Support and Coordination

• Provide administrative assistance to real estate agents, including preparing property presentations and client reports.
• Organize meetings, including preparing agendas and recording minutes.
• Monitor agent schedules to ensure timely task completion and appointment management.

Requirements

• Diploma in Business Administration or a related field.
• Working experience in office administration, preferably within the real estate or a similar industry is an added advantage.
• Strong organizational skills with attention to detail and the ability to prioritize tasks.
• Excellent verbal and written communication skills, with a customer-service- oriented mindset.
• Proficiency in the Microsoft Office Suite.
• High level of professionalism and discretion when handling sensitive information.
• A proactive, self-motivated approach to managing responsibilities.
• Team player with the ability to work collaboratively and independently.