EA or PA Executive Assistant / Personal Assistant, Real Estate Experience Only. - Hiring Immediately

Belle 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.