Simon Brien has an exciting opportunity for a Office Administrator to join our team in Newtownards.
Simon Brien is Northern Ireland's leading estate agency, boasting over 40 years' experience and 45,000 properties transacted. The company operates in private residential and new homes sales, premier homes and country estates, as well as land sales and consultancy. Services also include lettings, property management, mortgages and financial services.
The company's success is built on the traditional values of customer care, extensive experience and personalised service, all underpinned by world-class technology enabling operational and service excellence. In 2024, Simon Brien proudly joined Sherry FitzGerald Group, the largest estate agency in the Republic of Ireland, with more than 100 offices, including over 70 franchise locations. Sherry FitzGerald are the exclusive Irish affiliate to Christie's International Real Estate. This partnership gives Simon Brien customers, selling luxury homes in Northern Ireland, unparalleled access to exclusive international markets via the Christies network.
Key Responsibilities:
* Provide an excellent level of customer service, representing Simon Brien in all dealings.
* Providing general administrative support, including answering phones, managing inquiries, and scheduling appointments.
* Responsible for dealing with incoming phone and email, enquiries relating to the branch such as arranging viewing appointments, valuations, viewing times etc. Ensure timely responses and that all details are recorded accurately on the system.
* Prepare Terms of Engagement and ensure all compliance documentation is on file in advance of property being made available.
* Produce high-quality brochures, letters, pricing schedules for residential properties.
* Liaise with marketing and the team on marketing collateral requirements
* Collaborating with the sales team to gather property information, images, and relevant details for inclusion in marketing materials.
* Ensuring all documents are consistent with the company's branding and marketing strategies.
* Boards – Oversee all board orders, ensuring that everything recorded on the system.
* Liaise with Agent to order photos & download to the relevant property file on the system
* Update all window displays & ensure LCD screens are kept updated.
* Ensure all charges relating to a property have been correctly inputted on the system i.e. photographer, advertising, brochure, boards etc.
* Request invoices, balancing/transfer accounts & deposit refunds.
* Review Debtors overspend report from accounts on a monthly basis & provide feedback.
* Review Invoices that have been issued by accounts & liaise with Negotiator for approval.
* Liaise with the Accounts Department to ensure the correct allocation of pre-paid advertising on property files and ensure all buyer deposits are accurately processed.
* Process credit card payments through Sage Pay.
* Monitor and manage petty cash & submit receipts to Accounts on a Monthly basis.
* Support the branch in preparation for Saturday viewings i.e.
Print Diary, prepare brochures, keys/ alarm codes etc for Part time viewers.
- Order Stationery, Tea/ Coffee supplies etc for the Branch.
- Adhere to Company Policies & Procedures.
* Maintaining a professional demeanour while answering phone calls, representing the company positively and fostering a welcoming environment for callers.
* Gathering relevant information from callers and walk-in clients to facilitate efficient service and support, ensuring all inquiries are logged accurately .
Requirements:
* Proven experience in a customer facing Administration role (at least 2 years).
* Proficient in Microsoft Office.
* Strong attention to detail and a keen eye for aesthetics and visual composition.
* Excellent communication and interpersonal skills.
* Ability to work independently and prioritise in a busy work environment.
* Familiarity with Estate Agency terminology is a plus.