Office Administrator

Simon Brien has an exciting opportunity for an Office Administrator to join our team in East Belfast. Simon Brien is part of the Sherry FitzGerald Group, Ireland’s largest property advisory network, with over 100 offices, including more than 70 franchise locations. In addition, Simon Brien is the exclusive associate of Knight Frank in Northern Ireland, giving clients access to a global network of over 600 offices across more than 50 markets and providing exceptional international reach for those selling premium and luxury home Requirements: 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 office such as arranging viewing appointments, valuations, viewing times etc. Ensure timely responses and that all details are recorded accurately on our CRM 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 and New Homes. 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 CRM system. Liaise with Agent to order photos & download to the relevant property file on the CRM system. Update all window displays & ensure LCD screens are kept updated.

Ensure all charges relating to a property have been correctly inputted on the CRM 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 Valuer 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. 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.

Qualifications

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.

Simon Brien is an equal opportunity employer. All job applicants are considered solely on their ability to do the job and selection criteria will firmly reflect the needs of the job.