Reception/Office Assistant Position

Full-Time

Overview:

Busy office looking for an experienced candidate or a candidate wanting a career in real estate. Training in-house by staff with over 20 years experience and off-site training provided by hockingstuart corporate along with hockingstuart's online academy. No prior experience necessary but favourable, must have a great attitude and a willingness to learn.

Role Purpose:

The role of the reception/office assistant is to provide front desk reception, exceptional customer service & administrative assistance to the property management and sale departments.

Key accountabilities:

· Control over front reception area

· Answer switchboard

· Greet clients in accordance with company's customer service standards

· Open mail, distribute to staff, take post as required & sign for incoming deliveries

· Check answering machine messages and distribute each morning

· Daily banking as required.

· Control stock of stationery and kitchen supplies.

· Maintain the brochure display during the week and update as required

· Ensure that the receptionist desk, meeting rooms and surrounding area is tidy and counter clean and dusted

· Implement administrative policies and procedures as required

· Ensure office is closed, alarmed and all equipment is turned off, at COB each day

· Other responsibilities as required

· Upload & maintain properties on the internet

· Update rental list and cover daily

Prepare, Proof and order stationary for sale properties

· Collate Tenant packs and Landlord packs as required

· Answer general enquiries regarding available rental properties

· Organise appointments to view properties

· Attend open for inspections

· Track bond returns

· Ensure all maintenance requests / issues are provided in written form

· Maintain and utilise Tenant database

· Assist with maintenance queries

Key Selection Criteria

• Technical expertise
  
  Knowledge of the real estate market 
  
  Understanding of legal requirements and obligations pertaining to Residential Tenancies Act & Estate Agent Act
• Knowledge and skills 
  
  Comprehensive Interpersonal Skills - Build rapport with others in order to understand issues and suggest courses of action appropriate to their needs 
  
  Written Communication– Ability to produce a range of standard written documents, providing clear information and using language appropriate to the audience · 
  
  Verbal Communication – Ability to assess audience and provides appropriately tailored and clear information and explanations to a range of groups, in an effective and confident manner, dealing with challenging behaviour firmly but politely
  
  Advanced Computer Skills - Understand and apply advanced computer skills to complex word processing, spreadsheet, presentation, or database functions such as such as Property Tree and Agentbox 
  
  Planning and Organising - Plan and review daily work and is flexible in meeting unforeseen circumstances while continuing to meet expectations
  
  Strategic Planning – Align own work to support local objectives and contributes to changes in local work practices to support this
  
  Systems Thinking - Know how systems interact in the work area and makes improvements in own work to assist these
  
  Problem Solving - Solve problems based on operational guidelines, knowledge and experience, scanning for useful information, looking for underlying causes, and suggesting alternative actions to clients
  
  Project Management - Undertake simple research and data analysis and other project support activities, and effectively carries out routine projects or project steps under direction

Personal qualities - 

Conceptual and Analytic Ability - Use conceptual thinking and sound analytical approaches to support decision making in the work area

Creativity and Innovation - Design and implement new or cutting-edge programs and processes, and develop new insights into situations, applying innovative solutions to make improvements in the work area

Commercial Acumen - Apply a business mind-set to all activities in the organisation and strive for excellence in business processes to ensure effective and efficient service delivery and activities

Decisiveness- Use available information and exercises good judgement to make sound, timely and well-informed decisions

Detail Focus - Undertake finely detailed work in a precise and accurate manner.

Flexibility- Adapt approaches and work to changes in the environment and effectively meet new challenges 

Initiative and Accountability - Take responsibility for actions and proactively implement work plan and addresses issues

Integrity - Instil mutual trust and confidence and behave in a fair and ethical manner towards others, demonstrating a sense of corporate responsibility and a commitment to quality service.

• Qualifications

Relevant industry qualifications (Agent's Representative Course or Cert IV in Property Services or equivalent).

• Important information

The business is committed to providing and maintaining a working environment which is safe and without risk to the health of its employees.

All appointments are subject to reference checks, relevant qualification, and criminal record checks.

Hockingstuart Dandenong employees are required to demonstrate commitment to the business's values and behaviours.

Full training will be provided