Reporting To

Managing Director

Works With

All team members

Staff Responsible For

None 

Key Responsibilities

To provide administrative support and office cover for the Sales Team and progress sales agreed.

General Tasks

Attend your weekly meeting.

General office duties include answering the telephone, responding to emails within 24 hours and dealing with people coming into the office.

Booking in and out keys

Ensure you keep up to date with your specific tasks and are meeting your KPIs.

Liaising with other departments within the company to ensure queries are dealt with and answered correctly, in a timely fashion.

Ensure we are compliant with all current and new regulations.

Work within the Sales office on a Saturday carrying out any tasks required on a Rota basis. Respond to all calls and queries received.

During holiday periods and absence of your colleagues’ cover/assist to help with their work as and when required

To follow the company’s Personal Safety policy as detailed in the Employee Handbook to avoid putting yourself or others at risk.  

Arrive at all internal and external meetings and appointments on time.

Arrive at work on time to put your computers on and be ready to start work or take part in the morning meetings at 8:45 (Mon-Fri) 9:00 (Sat pro Rota).

This Job description sets out the duties of the post at the time it was drawn up. Such duties may vary occasionally without changing the general character of the duties or the level of responsibility entailed. Such variations are common and cannot justify a reconsideration of the post's grading.

Specific Tasks

Keep the office tidy, maintain the desk at the front so that the literature is up to date and relevant.

Ensure stationery and literature (Vendor Packs) are prepared and stocked with relevant content when required. Advising Managing Director when certain items are running low.

Deal with enquiries from applicants, vendors, and purchasers. Allocating leads to the partners so they can fully qualify their applicants.

Liaising with the Sales team to ensure compliance management including AML (Anti Money Laundering) verification and all protocol documents are filed accordingly, advising he Managing Director of any missing documents at the point a sale is agreed

Update the files accordingly when properties are SSTC, or withdrawn

Prepare for exchanges and completions ensuring the invoices are prepared and sent prior to exchange and keys and move in packs are ready for completions

Ensure and facilitate that all allocated sales are progressed continually and both Vendor and Purchaser is updated (at least) once a week. To complete a report summary weekly for the sales partners

Liaising with third parties such as surveyors, solicitors, and mortgage advisors, building relationships to maximize referral opportunities.

Ensure that the sales leads are continually monitored, and leads are always distributed