Job Description

Our client is looking for a personal assistant who is trustworthy, holder of secretarial diploma or degree, quick learner and middle aged who is well experienced and has worked as a personal assistant before and will be highly organized and proactive to support the day-to-day operations of a dynamic real estate company. The ideal candidate will assist the CEO or senior management team in administrative duties, communications, and project management. You will be the key point of contact, handling confidential information, coordinating schedules, and ensuring the smooth execution of business activities.

Duties and Responsibilities

Administrative Support
• Calendar Management: Schedule and manage appointments, property viewings, and meetings for agents and executives.
• Communication: Handle phone calls, emails, and correspondence. Act as a liaison between clients, agents, and other stakeholders.
• Document Preparation: Draft, proofread, and organize documents such as contracts, property agreements, and reports.
Client and Agent Support
• Client Interaction: Address client inquiries, provide information on properties, and schedule viewings or meetings. Maintain high levels of customer service and follow-up.
• Agent Assistance: Support agents with administrative tasks including preparing listing presentations, managing paperwork, and coordinating client meetings.
Office Management
• File Organization: Maintain and organize physical and digital files including property listings, contracts, and client records.
• Office Supplies: Monitor and manage inventory of office supplies. Ensure the office environment is well-organized and functional.
Marketing and Promotion
• Marketing Materials: Assist in the creation and distribution of marketing materials such as brochures, flyers, and online listings.
• Social Media Management: Support marketing efforts by managing social media accounts and updating the company website.
Event Coordination
• Open Houses: Organize and coordinate open houses, including scheduling, promotion, and managing logistics.
• Client Events: Plan and manage client appreciation events, seminars, and networking functions.
Transaction Coordination
• Transaction Support: Assist with coordinating transactions, including scheduling inspections, managing paperwork, and communicating with escrow and title companies.
• Follow-Up: Ensure all steps are completed for transactions to progress smoothly.
Database and CRM Management
• Data Entry: Update and maintain client databases, property listings, and CRM systems. Ensure data accuracy and completeness.
• Client Records: Track client interactions and transactions for effective relationship management and follow-up.
Research and Reporting
• Market Research: Conduct research on market trends, property values, and competitor activities. Provide summaries or reports as needed.
• Property Information: Gather and verify property details for listings and client inquiries.
Expense Management
• Expense Tracking: Monitor and manage expenses related to office operations, marketing, and events. Prepare expense reports and handle reimbursements.
Confidentiality and Compliance
• Confidential Information: Handle sensitive client and company information with discretion and maintain confidentiality.
• Compliance: Ensure all processes and documents comply with legal and regulatory requirements.

Qualifications and Experience

-Diploma or Degree in Secretarial or Business Administration..
-Real Estate Training or certifications related to the industry (e.g., Real Estate Management, Property Management) is a plus.
Experience:
2+ years of experience as a Personal Assistant, Executive Assistant, or Office Manager, with a preference for those who have worked in the real estate sector.
-Experience working with real estate professionals, brokers, or agents in administrative or support roles.
-Project management experience in coordinating real estate projects, property listings, or client transactions.
Technical Skills.
-Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
-Familiarity with real estate software and databases, such as MLS (Multiple Listing Service), CRM systems, and property management tools.
-Comfortable using online platforms for property research and document management.
Key Competencies:
-Organizational Skills: Ability to manage complex calendars, multiple tasks, and high volumes of documentation.
-Communication Skills: Strong verbal and written communication skills to interact with clients, vendors, and senior management.
-Confidentiality & Discretion: Capable of handling sensitive client and business information with the highest level of confidentiality.
-Attention to Detail: High degree of accuracy in managing contracts, client information, and real estate transactions.
-Time Management: Ability to meet deadlines in a fast-paced, high-pressure environment.
-Problem-Solving: Proactive approach to identifying issues and implementing solutions efficiently.

How to Apply

Interested candidates should send their CVs to [email protected]/0786420429 with the subject line Personal Assistant.