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.