Office Manager

Main Purpose of the Job

To ensure the smooth running of the Fourways & Midrand Offices through the effective management of administrative staff and all administrative functions within the offices. The Office Manager will also be responsible for developing branch resources (administrative staff, systems, processes) and supporting the entrenchment of a strong service-focused culture in the branch.

Key Responsibilities

• Line management responsibility for the Administrative Staff in the office, ensuring that their day-to-day work is efficiently and effectively executed in line with job descriptions and expectations;
• Responsible for guiding, training and managing all people-related functions of the administrative staff (including leave management and any other employee-related processes);
• Maintaining administrative processes and ensuring staff remain up to date with the company processes and procedures;
• Ensuring the implementation and adoption of Company processes and/or systems;
• Responsible for PPRA compliance, with particular reference to agent FFCs;
• Allocation of work and agents to respective admin staff (with direct responsibility for the admin needs of select top-performers);
• Co-ordinating Sales Administration (Conveyancing Administration) & FICA compliance on a daily basis, including maintaining the FICA Tracking Sheet;
• Signing the SIF confirming that FICA is completed, including commission, referral and GOLD Club information;
• Supporting the branch manager through the drafting of documents or addendums for Agents as and when requested and/or when necessary;
• Coordinating with the FICA administrator to ensure compliance of all sale agreements;
• Managing outstanding sales and reporting on these monthly, including the expected monthly banking, detailing the sales due for registration every month.
• Ensuring that the office is compliant with all legislative requirements, including being a resource hub for the agents on the relevant legislative requirements;
• Creating and maintaining an operational dashboard for management to ensure up-to-date figures and accountability for sales agents to management; (signage / photography costs)
• Preparing monthly and weekly reports for branch management, showing monthly figures in Rand and unit sales;
• Manage and control photography expenditure in consultation with the branch manager;
• Manage and control Portal usage in consultation with the branch manager;
• Responsible for managing the office budget in terms of the processing and reconciliation of invoices, payment requisitions, account allocations, and agent contribution recovery to costs incurred by the branch;
• Data management and co-ordination (including call centre and agent data updates and input / output)
• Preparing monthly sales transfer reports for the entire territory on behalf of the branch manager.
• Being a resource for new developments, including meeting coordination and presentation co-ordination;
• Ensuring online development sites are regularly updated;
• Assisting the branch manager with client queries and complaints where necessary, ensuring that staff and agents provide optimal service in line with the Pam Golding Properties corporate image. Prompt resolution of client issues, including regular feedback, is expected;

Key Competencies

• To succeed in this role, you will need to be a detail-oriented implementer with an obsession for quality;
• Excellent planning and organising skills;
• Self-starter that thrives in a fast-paced environment and feels comfortable with responsibility and working independently;
• Resourceful, with the ability to look for solutions;
• High level of integrity, credibility and ethics are non-negotiable in this role;
• Self-motivated, energetic and with the ability to motivate others;
• Approachable with excellent interpersonal skills and the ability to build positive relationships with staff and Agents;
• Good Communication skills (both verbal and written);
• A coaching orientation, supporting staff to reach their career aspirations.
• To understand and manage governance and regulatory risks

Education & Experience

• Demonstrated past experience working in a real estate environment;
• At least 5-6 years’ experience in the administration;
• Excellent computer skills (Microsoft Windows Suite) and knowledge of the PGP in-house system Alchemy will be a definite advantage;
• Excellent knowledge of the Real Estate Sales Administration process is a requirement;
• A Diploma and/or a Real Estate Qualification will be an advantage.

Knowledge & Skills Required

• Excellent computer skills (Microsoft Windows Suite) especially Excel
• Excellent knowledge of the Sales Administration process within a Real Estate company is a requirement;
• Excellent knowledge of how to prepare, monitor and report of budget and read other financial reports