Reception / Sales Assistant

About Us :

Real Estate stock and station business in 5 Riverina sites.

About You :

• Certificate in Business administration or applicable years of industry experience

Position Summary :

In this role you will be provide administration support for sales agents within the organisation. You will coordinate all incoming and outgoing communications for the office, receiving incoming telephone calls for the organisation, obtaining caller's name, and forwarding calls to the appropriate person or taking messages. You will also oversee email correspondence and assist in filing and documenting data. This role provides face to face interactions, greeting clients and visitors and directs them to the conference room or staff member's office. You will take additional administration duties, answering inquiries for the general public, scheduling appointments, receiving, or sending out messenger/courier items. The Sales Assistant is responsible for support the sales team to drive productivity, maintain policies and procedures and deliver exceptional customer service.

Key Requirements :

• Experience working within a similar environment
• Knowledge of administrative and clerical procedures
• Knowledge of customer service principles and practices
• Good keyboard skills
• Knowledge of computers and relevant software application
• Knowledge of accounting procedures in particular trust accounting proceedures.

Job Responsibility :

General

• Have a basic understanding of relevant legislation.
• To observe all Commonwealth and State laws that impact on the execution of your profession.
• To adhere to all aspects of the Code of Conduct set down by the Real Estate Institute in your state.
• To adhere to all procedures established within your Agency
• To act in professional and skilful manner at all times in your execution of your position as a Receptionist / Administration
• To try at all times to achieve the benchmarks set by your Principal 
• To communicate on a regular and proactive manner with all clients
• To act with fairness towards all those with whom you come into contact within your working day
• To perform all duties and responsibilities outlined in this Job Description and any other duties as required by your Principal
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Managing one's own time and the time of others.
• To undertake any courses as directed by the Principal for the improvement of both business and personal skills. Ensure also that training on all legislation and other relevant acts is attended in accordance with Principals and Policies of Ray White Temora
• Attend online training as required and directed by the Principal
• Formal performance appraisal to be completed quarterly by Principal and/or Accountant reviewing job description and KPI’s  

Client Service

• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Actively looking for ways to help people.
• Being aware of others' reactions and understanding why they react as they do.
• Communicating effectively in writing as appropriate for the needs of the client.
• Adhere to agencies communication policy and ask questions about any ambiguities. 
• Develop and adhere to clear guidelines for handling messages.
• Report on issues regarding reception, accounts and customer service and any other role related issues to Principals or other staff as appropriate.
• Customer service comments and concerns received to be reported to Principal in a timely manner.
• Complaints to be recorded and reported as per policy and procedure manual
• Assist tenants with initiating a maintenance request.  

Administration

• Drive productivity by supporting each person in the team with required tasks. Ensure the office front end procedures are clear and defined.
• Understand the policy and procedure manual and adhere to it. Provide inputs into improvements to the policy and procedures. Keep the policy and procedures up to date. 
• Ensure the office is kept clean and presentable at all times.
• Ensure the professional image of the agency is upheld through both phone and visual communication.
• Adhere to agencies communication policy and ask questions about any ambiguities. 
• Be proactive with upholding the office workplace health and safety policy.
• Ensure adequate levels of office and photocopier supplies are available, order supplies as required.
• All incoming telephone calls are to be answered within 3 rings.
• Messages to be taken in the appropriate manner and forwarded to the relevant person by email in a timely manner.
• Monitor and maintain these publications, ensuring all properties are up to date an information is correct. 
• It is paramount that there are always supplies of these booklets available and supplied out the front of the office.
• Sign out keys to staff and maintenance contractors as directed. Audit keys twice per annum.
• Assist agents with maintaining property records within legislation guidelines. 
• Assist agents with the listing of property for sale 
• Ensure coverage for reception when required for breaks and holidays.

Team

• Assist other team members as necessary in activities towards achieving agency goals.
• Be an active contributor to the team culture. 
• Identify and constructively raise issues.
• Assist with recording and distributing meeting minutes. 

Professionalism

• Ensure the office is kept clean and presentable at all times.
• Ensure the professional image of the agency is upheld through both phone and visual communication.
• Adhere to agencies communication policy and ask questions about any ambiguities. 
• Set up and record property sales in sales software Receipting in deposits and payments in a timely manner on the day funds are deposited. 
• Assist accountant as required.
• Assist sales agents with the entering of new clients and the maintenance of accurate categories. 

Shop Front / Reception

• Check and update window display as required. 
• Update display board at front of shop as required.  
• Keep shop front clean and tidy to give a good first impression
• Ensure adequate listing documents are always available outside shop front
• Check regularly supplies of property booklets and restock as required taking into consideration open home requirements. 
• Monitor and maintain these publications, ensuring all properties are up to date and information is correct. 
• It is paramount that there are always supplies of these booklets available and supplied out the front of the office.

Training

• To undertake any courses as directed by the Principal for the improvement of both business and personal skills.
•  Ensure also that training on all legislation and other relevant acts is attended in accordance with Principals and McGrath Riverina
• Attend online training as required and directed by your supervisor or Principal

Job Functions :

Agents

Job Benefits :

Selling Point :

Not Required

Contact :

Bev Pellow