Sales & Rental Administrator

SUMMARY:
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POSITION INFO:

Our client is a well-established property development and real estate company with over a decade of experience. They focus on creating exceptional developments that blend luxury, sustainability, and architectural excellence. The company has managed numerous developments for prestigious clients and has now shifted its focus to a secure neighbourhood estate designed for the future. Their team operates from their offices in Stellenbosch, serving as the in-house sales and rental team.

Job Overview:
We are looking for a highly organised and proactive Sales & Rental Administrator to provide administrative support to the Sales & Rental team. This role involves multitasking, managing administration around rental and sales operations, reporting, scheduling, listing management, client liaison, and coordination. The ideal candidate will be a problem-solver and ensure the smooth execution of daily tasks, keeping operations efficient and organised.

Key Responsibilities:

Administrative Support:

• Support the Principal Agent with all sales & rental administration, including reports, diary management, meeting requests, status updates, event planning, and supplier liaison.
• Capture leases and reconcile payments on Payprop.
• Assist with rental finance tasks, such as sourcing and filing quotes, sending invoices, and managing payment schedules.
• Organise and maintain documentation for all rental and sales transactions.
• Prepare sales packs for new clients and manage the administration around this process.
• Prepare accurate reports and ensure timely correspondence for client inquiries.

Client and Supplier Liaison:

• Serve as the first point of contact for rental and sales inquiries, providing exceptional customer service.
• Communicate with landlords, tenants, buyers, and sellers when required.
• Liaise with suppliers, contractors, and service providers to ensure timely delivery of services.

Sales and Rental Coordination:

• Track, report, and update rental and sales leads, ensuring accurate recording and full servicing of all transactions.
• Assist with the onboarding process for new listings, ensuring all required documents are in place.
• Support tenant applications, lease agreements, obtaining supporting documentation, and property inspections.

Strategy Implementation:

• Provide administrative support in implementing strategy ideas, marketing campaigns, and business solutions.
• Collaborate with the Principal Agent to identify areas for improvement and implement new processes.

Reporting and Communication:

• Prepare and distribute status updates and performance summaries as required.
• Maintain confidentiality and ensure data integrity across all administrative functions.
• Identify and communicate potential risks or delays, offering proactive solutions.

Required Skills & Qualifications:

Education & Skills:

• Proven experience in administrative support, preferably in the real estate or property sector (2-5 years).
• Strong organisational and time-management skills, with the ability to multitask and prioritise effectively.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and CRM software.
• Knowledge of real estate practices and terminology is an advantage.
• Strong attention to detail with the ability to maintain accurate records.
• Ability to work effectively in a team and under pressure in a fast-paced environment.

Personal Attributes:

1. Professional and approachable demeanour.
2. Strong teamwork and interpersonal skills.
3. Proactive and self-motivated with a solution-oriented approach.
4. Adaptability to a dynamic and fast-paced work environment.
5. Highly organised with strong time management skills.
6. Ability to work independently while remaining highly motivated.
7. Strong problem-solving and decision-making abilities.
8. Positive, can-do attitude with a willingness to learn.

Desirable:

1. Previous experience working in real estate sales & rentals.
2. Knowledge of PPRA regulations and industry standards.
3. NQF4 or similar qualification.

Working Conditions:

• This is a full-time position based at the offices in Stellenbosch.
• The role may involve occasional extended hours to meet project deadlines.