Office based - Monday to Friday - 9am -6pm . All applications will need to be processed by Monday as am out of office from 1.7.2025 - 8.7.2025 and there will be nobody to handle your enquiry.
1. To manage the database with regular contact to purge redundant applicants
2. Various administrative tasks to support the sales team, including printing and posting letters, archiving and filing
3. Monitor the office to ensure it is clean and tidy
4. Keeping an eye on stock levels and ordering more supplies when necessary
5. Front office - to meet and greet potential clients who come into the office. If a property consultant is not available, to then register their details on the system for sale or let and print and hand out relevant brochures to applicants who visit the office. To answer the phone if a property consultant is not available and register the caller onto the database
6. Take part in the morning sales meetings and diary management for the day
7. Produce printed copies of the Office KPI from the Work In Progress (WIP) spreadsheet every Monday Morning. Email a copy to Director
8. Adhere to company policies and procedures and use of company systems on the PC and paper forms including any requirements for money laundering and GDPR
9. Update windows display weekly in agreement with the Property Consultants
10. Send out Sales Memorandums and Sales Letters when Listing Property Consultants confirm they have the necessary information to confirm a sale from a completed offer form. Add the sale to the WIP spreadsheet
11. Copy all sales progression emails from solicitors onto Rex chain notes, updating the sales progression screen and the milestones where applicable 1
12. Monitor all links in the chain and put notes on the chain for any information gathered from agents and solicitors. Communicate with the buyers and sellers every 14 days to update them on the current position of the transaction and chain. Advise the relevant Property Consultants of any major issues for them to resolve. Update the WIP regularly as and when expected exchange dates are known
13. On exchange of contracts, send commission account
14. On completion: A) Change Buyer and Seller Rex records to reflect new address (if applicable). B) Make sure all parties authorise us to add them to our Newsletter C) Send a Thank You card to the Vendor enclosing the Listing Consultant's business card D) Send a Congratulations card to the Buyer enclosing the Selling Consultant's business card E) Send Christmas card to the Buyer on behalf of the office F) Set a reminder for the 1st Anniversary of the completion and send out a Happy Birthday to the buyer on that date.
15. Prospecting: A) Generate a tout list obtained by tracking properties that have been on the market with other agents for a period time and not sold B) Generate a tout list by obtaining addresses of the tracked properties and sent letters periodically to the property owners to gain their instruction C) Dropping door-to-door leaflets in specific areas close to the office D) Order Just Listed/Just Sold for Property Consultants and ensure they are delivered within 24 hours of receipt E) Using Rex prospect for both buyers for viewings and sellers for valuations. For genuinely self-generated leads there will be remuneration on completion F) Where leads have not been dealt with by the end of the day, follow up and take ownership of the lead
16. Ensure that the Listing Consultants are changing the photos on the Listings every 14 days to refresh on the portals
17. Monitor the additional services offered by Rightmove; featured properties and premium listings to ensure these are being used correctly, discussing with Listing Property Consultants
18. Monitor the Rightmove market share statistics, providing a report to the office manager to discuss during morning meetings
19. Social Media: assist the consultants with social media posts including uploading and editing. This does not include Rex Reach Ads 20.
Complete Estate Agency Training course through Crown College (if applicable) and complete PropertyMark Level 3 Estate Agency