The Administration Assistant role is foremost responsible for being the director of first impressions to the public both physically and verbally and will reflect the company’s reputation in the real estate industry.

They are required to contribute to the provision of quality services by providing administrative support for the real estate practice in a professional and efficient manner. This will necessitate a high standard of personal demeanour including professional standards of dress acceptable to the company.

Position Specifications:

SKILLS AND COMPETENCES

Provide internal staff with professional administrative support including taking accurate and properly detailed messages, word processing duties, attending to routine correspondence and when required prepare written reports

As the first point of contact for most clients, endeavour to answer telephone enquiries in an efficient, friendly, and professional manner

Maintain familiarity with office listings, including property advertisements, so an enquiry can be directed to the most appropriate member of staff promptly

Process rental receipts from tenants in accordance with office procedures

Compile and transact the daily banking

Collect and distribute daily mail

Provide assistance in administration and maintenance of company records

Take responsibility for ordering necessary office supplies

Ensure the front office and reception is always clean and tidy

Participate in key result area and key performance indicator review processes to establish areas for improvement

To maintain a high professional and ethical profile in accordance with industry and company standards.

Provide administrative and secretarial support to the sales and property management teams as required

Process sales advice, advertising and market materials and standard letters

Liaise with vendors & third parties regarding administration of sales process

Prepare sales advice

Management of deposits

Organisation of settlements

Update the database

Assist with enquiries for rental premises

Produce leases and general correspondence for the Property Management team if required

Collect rent from tenants and issue receipts using trust accounting package

Participate in key result area and key performance indicator review processes to establish areas for improvement

TRAINING

Undertake all training as set

Satisfy ongoing training/professional development requirements and therefore maintain current registration or licence

Ensure CPD compliance (if appropriate)

PERFORMANCE MANAGEMENT

Attend regular meetings with Admin team covering off issues and challenges.

Ensure best practices and compliance for all functions are carried out

Meet teams and individual KPI’s

Attend one on ones as required with Senior Admin in the form of meetings, and written communications.

Maintain key relationships with other departments

Ensure workflow is completed in a timely manner.

Resolve any Conflict with assistance of Senior Admin

Personal Specifications:

REQUIRED QUALITIES

Strong administration skills – organised, thorough, systems orientated with meticulous attention to detail

Ability to communicate at all levels

Excellent levels of computer literacy and touch-typing skills

Ability to use Microsoft Office including Word, Excel, Access, and PowerPoint

The ability to create a positive, everlasting impression with the most professional, courteous, and expedient manner and to continually strive for superior client service

Proactive, punctual, and reliable

Demonstrate confidence and proactive nature -polite but assertive

Enjoy dealing face to face and verbal interaction with staff and clients

Maintain a well-groomed and business-like appearance

Perform your duties to a high professional and ethical standard

Maintain a high professional and ethical profile in accordance with industry and company standards

EXPERIENCE AND QUALIFICATIONS

Desirable

Previous experience in an administrative related role

Experience in the real estate industry

Certificate of Registration where rents are collected, and property management services are provided in respect of leasing of property

SUMMARY

As a prized member of the Luton group, you will be supporting a team of professionals, required to demonstrate initiative, work as an enthusiastic team member in accordance with the Luton routines and procedures, whilst always keeping in mind the overall business objectives. Please note salary on offer is depending on experience and location of position is southside of Canberra. This role is a full time position and as part of the interview proccess there is a reading and writing component.