Office Administrator

Office Administrator

Staffline Ireland are recruiting on behalf of a leading Estate Agent for an Office Administrator. The Office Administrator role will be a busy role supporting general administration in the Belfast office.

Responsibilities:

• Provide an excellent level of customer service, representing company in all dealings.
• Providing general administrative support, including answering phones, managing inquiries, and scheduling appointments.
• Responsible for dealing with incoming phone and email, enquiries relating to the branch such as arranging viewing appointments, valuations, viewing times etc. Ensure timely responses and that all details are recorded accurately on the system.
• Prepare Terms of Engagement and ensure all compliance documentation is on file in advance of property being made available.
• Produce high-quality brochures, letters, pricing schedules for residential properties.
• Liaise with marketing and the team on marketing collateral requirements.
• Collaborating with the sales team to gather property information, images, and relevant details for inclusion in marketing materials.
• Ensuring all documents are consistent with the company's branding and marketing strategies.
• Boards - Oversee all board orders, ensuring that everything recorded on the system.
• Liaise with Agent to order photos & download to the relevant property file on the system
• Update all window displays & ensure LCD screens are kept updated.
• Ensure all charges relating to a property have been correctly inputted on the system i.e. photographer, advertising, brochure, boards etc.
• Request invoices, balancing/transfer accounts & deposit refunds.
• Review Debtors overspend report from accounts on a monthly basis & provide feedback.
• Review Invoices that have been issued by accounts & liaise with Negotiator for approval.
• Liaise with the Accounts Department to ensure the correct allocation of pre-paid advertising on property files and ensure all buyer deposits are accurately processed.
• Process credit card payments through Sage Pay.
• Monitor and manage petty cash & submit receipts to Accounts on a Monthly basis.
• Support the branch in preparation for Saturday viewings i.e. Print Diary, prepare brochures, keys/ alarm codes etc for Part time viewers.
• Gathering relevant information from callers and walk-in clients to facilitate efficient service and support, ensuring all inquiries are logged accurately.
• Any other duties role may involve.

Person Specification:

• 2 years proven experience in a customer facing Administration role.
• Proficient in Microsoft Office.
• Strong attention to detail and a keen eye for aesthetics and visual composition.
• Excellent communication and interpersonal skills.
• Ability to work independently and prioritise in a busy work environment.

The Rewards

The successful Office Administrator will enjoy a competitive salary depending on experience.

Location

The Office Administrator role will be based in Belfast.

To be considered for this position, please forward your CV to Ross McConville at Staffline Ireland by clicking on the APPLY button on this page and attaching your CV.

The Staffline Ireland Specialist Team is a dedicated division within Staffline Ireland, focused on providing Permanent, Contract & Temporary staffing solutions across; Construction, Engineering, Accountancy & Finance, Financial Services & Insurance, Health & Safety, HR, IT, Sales & Marketing, Senior Manufacturing, Procurement & Supply Chain & Medical, Health & Social Care.

Skills:
Administration Office Support Property

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