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Lady Real Estate Admin Assistant

Company Name Confidential

Keywords / Skills : Admin Assistant, Executive Secretary, Client Coordinator

5 - 10 years
Posted: 2019-08-01

Job Description
Duties and Responsibilities:

Administrative

-Answer all incoming calls and handle caller’s inquiries whenever possible
-Re-direct calls as appropriate and take adequate messages when required
-Receive and assist clients and escort them to correct destinations; offices, rooms or meeting rooms.
-Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries.
-Answering the queries of all clients: walk-in or people who call in or information seekers about properties.
-Maintaining a record of appointments and coordinate those to the right people in the office.
-Organise and maintain file system – database into spreadsheets, records status for leads generated,
-Provide general administrative and clerical support including mailing, scanning, copying.
-Assist in resolving any administrative problems.
-Prepares DLD standard sales (MOU) and leasing contracts.
-Prepares different kinds of letters.
-Handles company leads/inquiries. Follow up actions and record client events and requirements.
-Schedules meetings and viewings for MD and assisting clients.
-Checking the Properties listed for sale and for rent on the website.
-Monitor DLD daily sales transactions.
-Market research for sales, rental prices and trends.

CRM:

-Enter, maintain and update daily property listings bearing in mind Casabella Property Broker’s advertisement standards.
-Secure public information about a property.
-Control client records and files in full confidentiality.
-Support requests to import data into CRM from various sources, following established assignment tools.
-Generate reports such as property listings and availability status for management review.
-Verify properties in property portals.
-Repost and republish listings
-Maintains the listing in portals (Dubizzle, Property Finder and website)
-Report issues to CRM and Portal technical support team and solve it accordingly.

Marketing:

-Create marketing materials (brochures and newsletters) from CRM for social media, property portals, networking sites, etc. These tasks include creating advertisements, posting photos and videos of available properties, producing brochures and fliers, scheduling property viewings and answering questions about advertised properties.
-Create property fact sheets
-Assist Director in sending emails for marketing purposes (bulk emails)
-Handles and posts property ads in Social Media Site like Facebook, - Linkedin, Google+, Whatsapp (mass messaging), etc.
-Prepares templates for email marketing using Mail Chimp, Liana Mailer and CB Newsletter
-Prepares property presentations
-Editing videos for some hot properties if needed for client presentation
-Photoshop editing photo hands-on experience

Leasing:
- Assist client viewings
- Negotiate leasing rates and conditions
- Prepares tenancy contracts
- Assist in property handovers to tenants
- Property market research
- Explain leasing conditions to Clients
- Provide information about the property to a prospective client



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