Advertising Co-ordinator/Receptionist

Position Overview           

• The driving force that keeps the team in order.
• Supporting the Sales Director, this role will see you utilise your administration, organisational and relationship management skills daily.
• You will be assisting the agents across the full spectrum of the sales process. You will be handling everything from preparing proposals and submissions, budgets and pre-listing kits, preparing and booking property marketing and advertising, liaising with solicitors and conveyancers regarding contracts and exchanges and organising settlement gifts. You must be able to drive and manage the sales agents and ensure accountability whilst working to tight deadlines.
• To provide a positive first impression on the phone, by written or electronic correspondence and/or face to face walk in traffic.

Employment Duties (General):

• Maintain correct records as directed.
• Comply with provisions of Estate Agents Act, Trade Practices Act and Fair Trading Act.
• Maintain the corporate dress code in standing with real estate profession.
• Conduct yourself professionally at all times.
• Use professional language and display courtesy to clients and colleagues.
• Professionally handle complaints, by referring to management where relevant.
• Attend seminars or training as required.
• Answer company office telephones and colleagues mobile telephones as required.
• Take and forward messages on behalf of the company and colleagues
• Maintain work areas and lunchroom in a clean state, as may be directed from time to time.
• Attend all staff meetings as required.
• Maintain punctual attendance to clients and office duties.
• Know where company documents and resources are kept for the execution of your duties.
• Take directions from management.
• Not to engage in deceptive practices.
• Attend all employer functions as directed from time to time. 

Employment Duties (Specific): Advertising Co-ordinator

• Support the Sales Director with administration.
• Arrange photographers to listed properties.
• Ensure floor plans are designed accurately.
• Organise marketing collateral and booking advertising.
• Advertising will include creating, booking and proofing all marketing material.
• Co-ordinating photographers, copywriters and property stylists.
• Upload, monitor and update all online advertising.
• Responsible for the PowerPoint presentations at the In-Room Auctions.
• Be the point of contact for advertising and marketing
• Booking and processing The Leader Newspaper.
• Preparing the Knox Property Guide every fortnight.
• Arranging and booking boards, brochures, DL cards, window cards and other advertising that is required.
• Booking The Herald Sun and any other promotional material required.
• Upload, monitor and update all online advertising.
• Assist with answering incoming calls and direct to appropriate staff.
• Update information via social media, liaising with the director

Employment Duties (Specific): Receptionist/Sales Secretary (Assist current Receptionist)

• Answer incoming calls and direct to appropriate staff.
• Take and send detailed, accurate phone messages via email/SMS.
• Daily mail & banking.
• Print & display Rental Lists.
• Upload Open Homes to online platforms.
• Process any new listing files & prepare for any settlements.
• Advertising boards (up & down).
• Print stock list for Sales staff when all new listings are uploaded online.
• Collate sales enquiries & Appraisal Register for the week.

Attitude/Personality Requirements

• Service-oriented, courteous, friendly with clients, other staff and the sales team.
• Strong interpersonal skills, able to cope with demands from several directions with patience and tolerance.
• Team-oriented, supports other people, understands how they contribute to the overall success of the team
• Reliable, honest person who takes pride in their appearance and work detail