Office Receptionist & Administrator

Fine & Country Durbanville, Bellville and Surrounds; Durbanville; On-site; ZAR 50,000 - 200,000; Full time

Job summary

A leading real estate agency in Durbanville is seeking an Office Receptionist & Administrator. This role involves managing the day-to-day operations, maintaining client relationships, and ensuring office efficiency. Ideal candidates should have experience in a real estate environment, demonstrate strong organizational and communication skills, and be well-acquainted with the local area. A vibrant work environment and opportunities for career growth await the successful applicant.

Benefits

Career growth opportunities

Competitive remuneration

Vibrant work environment

Qualifications

• Must live in Durbanville or Bellville and know the area well.
• 3+ years of office management experience in a real estate office.
• Must have a valid driver's license and own car.

Responsibilities

• Open and manage sales files, track after-sales processes.
• Upload and audit property listings on PropData.
• Maintain the buyer/seller database and distribute e-newsletters.
• Coordinate office stock and maintenance.
• Act as the point of contact for clients and handle phone calls.

Skills

Organizational skills

Communication skills

Detail-oriented

Proactive mindset

Problem-solving

Tools

Microsoft Office

PropData

Job description

We are a reputable, international, award-winning real estate agency in Durbanville, and we are currently seeking an Office Receptionist & Administrator to represent the company in the day-to-day running of our office. This is an exciting opportunity for someone with strong administrative skills to contribute significantly to the success of our sales team while ensuring smooth operations in all aspects of after-sales management for sales transactions.

The ideal candidate is someone who enjoys working within an office environment, is highly organized, calm under pressure, and can tackle challenges head-on. You will have exceptional verbal and written communication skills, a proactive mindset, and an obsessive attention to detail. If you are solution-driven, resourceful, and care deeply about your team and clients, we would love for you to bring your vibrant personality to our dynamic team.

Key Responsibilities:

• Open and manage sales files, summarizing key points, deadlines, checklists, and commissions.
• Oversee after-sales processes, tracking and following up on deadlines for guarantees, valuations, COCs, FICA documents, and coordinating with agents and conveyancers.
• Manage seller/buyer data, including birthdays and other relevant information.

2. Web Listings & Marketing:

• Upload and audit property listings on PropData, ensuring accuracy and up-to-date information.
• Collaborate with agents to refresh listings and rotate featured properties.
• Manage marketing materials and campaigns, including brochures, show house boards, and advertising preparations.
• Ensure listings are properly updated on web portals like PropData, F&C, P24, and Private Property.

3. Database Management & Communication:

• Maintain and update the buyer/seller database using PropCon, Outlook, and Excel.
• Coordinate the distribution of e-newsletters and updates.
• Manage gifts and office inventory for key handovers and special occasions
• Provide daily communication to the Sales & Managing Director on progress and assigned tasks.
• Assist in street canvassing efforts by preparing marketing material such as the 5x5 money-maker card system
• Ensure marketing material and gifts are prepared and available for distribution

5. Office Stock Control & Maintenance:

• Maintain and monitor office stock, including marketing packs, stationery, and kitchen/cleaning materials.
• Supervise office cleaning protocols, training new staff and ensuring tasks are completed on time.
• Oversee weekly cleaning tasks and ensure the office, boardroom, and storage areas are organized.

6. Professional Photography & Staging:

• Coordinate professional photography sessions for new listings.
• Ensure all appointments with agents and photographers are scheduled and send home staging information to sellers.

7. Reception & Front Office PR in conjunction with our junior receptionist:

• Act as the point of contact for clients, offering a warm welcome, and providing assistance with coffee/tea or cold drinks.
• Handle incoming telephone calls, taking detailed messages and relaying them to the appropriate agent urgently.
• Maintain office presentation by attending to the teardrop banners, welcome mats, and magazine displays.
• Ensure the reception area and office is neat, tidy, and professional at all times.

8. Office Administration & Support:

• Coordinate with the marketing team for campaign materials and advertisements.
• Process invoices and send them to the relevant parties for payment, keeping records as prescribed.
• Maintain agent files, ensuring that all new agents are properly onboarded.
• Assist with rental tasks as needed and provide weekly closing ratio reports to the Principal and Management. The use of Payprop would be advantageous.

What You’ll Be Doing:

• Maintaining a high-energy, well-organized office environment where communication and people skills are key. You’ll keep the office running smoothly and ensure our team is always supported and cared for.
• Restocking office supplies and managing all office deliveries to ensure the workspace is always ready for productivity.
• Coordinating office repairs and improvements, making sure everything runs efficiently and effectively.
• Managing staff welfare needs, such as organizing team treats and events to keep morale high and ensure the team feels supported and appreciated.
• Be the go-to person for special requests, like when the printer runs out of toner and everyone freezes, you’ll be the problem-solver.
• Assisting with recruitment-related administrative tasks, helping ensure we always attract the best talent to join our team.
• Welcoming new team members and ensuring their first few weeks are exciting and comfortable, helping them feel right at home in our office.

Required Skills:

• Well-organized, efficient, and self-motivated with a proactive “can-do” attitude.
• Exceptional communication skills, both verbal and written, with the ability to set realistic expectations while understanding and empathizing with clients and team members.
• Strong interpersonal skills with the ability to build rapport with clients and staff.
• Ridiculously proactive; able to find solutions even when all the pieces are not present.
• Obsessed with details and able to catch even the smallest errors.
• Proficient in Microsoft Office (Word, Outlook, Excel, PowerPoint) and general office administration tools.
• Ability to work under pressure, prioritize tasks, and stay focused amidst distractions.
• Strong sense of discipline, loyalty, integrity, and honesty.
• A pleasant personality with a good sense of humour.
• A positive attitude and a team-player mindset.
• Care deeply about clients, guests, and team members.
• A desire to contribute to the growth and success of the business.

Muist have:

• Must already live in Durbanville or Bellville and know the area well.
• Office Management experience in a real estate office, 3+ years, essential.
• Own car and valid driver’s license

What We Offer:

• A vibrant work environment in a well-established, award-winning real estate agency.
• Opportunities for career growth and development.
• Competitive remuneration.

If you are living in the Northern Suburbs of Cape Town and are eager to join a successful, dynamic team, we’d love to hear from you! Bring your experience and passion to our agency and be part of an exciting real estate journey. Please indicate your expected salary for this position.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

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