Administrator (Property Office)

POSITION SUMMARY

The Administrator provides administrative support to the Head of Property and the Property Team and coordinates various tasks and procedures across the office.

KEY RESPONSIBILITIES

· Communicate with clients over the phone, via email or social media.

· Liaise with staff and clients.

· Schedule and manage appointments with property buyers/developers.

· Organise meetings and keep minutes.

· Coordinate events.

· Type letters, memos, reports and issue monthly sales emails to agents.

· Update database entries, including property database, other computer records and the company website.

· Ensure the accuracy of data and report discrepancies accordingly.

· Request, receive and process data from sources such as invoices, forms, and other documentation.

· Print, photocopy and bind documents.

· Manage office supply inventories and housekeeping.

· Organise filing systems and maintain up-to-date records on clients and staff.

· Create and post adverts.

EDUCATION AND EXPERIENCE REQUIRED

· A qualification related to Business Administration or similar is required.

· Previous experience in administration, marketing or a similar position is required.

· Knowledge of home and furnishing details.

· Fluent in both written and spoken English and Maltese.

· On-the-job training shall be offered.

COMPETENCIES

· Communication and Interpersonal Skills.

· Flair for Customer Care.

· Knowledge of administrative and clerical procedures and systems.

· Experienced in MS Office applications, in particular Word, Excel and PowerPoint.

· Organisational and planning skills.

· Problem-solving and decision-making skills.

· Time management skills and the ability to work under pressure and adhere to tight deadlines.

· Methodical approach to work and great attention to detail.

· The ability to use and maintain office equipment.

· Good telephone skills.

· Data inputting skills.

· Numeracy skills.

· The ability to work independently and as part of a team.

· The ability to work under pressure and adhere to tight deadlines.

PHYSICAL REQUIREMENTS / WORKING CONDITIONS

Work is office-based from Monday to Saturday (Saturday is paid as Overtime). Overtime may be required to meet tight deadlines or during periods of exceptional activity.