Branch Administrator

The UK Sotheby’s International Realty network is part of a global estate agency network of over 700 offices in 52 countries providing unmatched worldwide coverage. Sotheby’s International Realty was founded in 1976 out of the rich heritage of Sotheby’s auction house and is known around the world for the distinctive properties offered for sale.

We are currently recruiting a well presented Branch Administrator, with superior customer service and organisation skills to join our busy team in Cobham, Surrey.

Acting as front of house, you will meet and greet clients and ensure the branch is presented immaculately at all times. You will be the efficient and effective administrative “glue” of the office, ensuring that all systems are kept up to date and all processes adhered to. You will also provide key sales support to our brokers, keeping property and applicant information current and correct and run all marketing and canvassing activity to support their negotiation efforts.

Key Duties:

Property Marketing

• Creation of property brochures: choosing images, layout, design and print
• Organising EPCs, photography, floor plans and video for all new instructions
• Maintenance of window display
• Place adverts in regular publications.

Canvassing

• maintain/update mail merge canvass systems and ensure this is produced weekly
• Produce mail merges canvassing material

Management of Online Property Portals (Rightmove, Zoopla, Sotheby’s Realty sites)

Broker Support

• Office diary management – organise all meetings, market appraisals/viewing tours in the absence of the broker.
• Assist with Viewings when required
• Organise and hold meetings with vendors to run through marketing options, video etc
• Generate sales paperwork in the absence of brokers

Sales Paperwork & Reporting

• Generate sales letters in the absence of brokers
• Prepare property performance stats ready for Vendor Management
• JUPIX system
  • Ensure all property listings are up to date and complete
  • Ensure the pipeline is up to date
  • Ensure the property instruction list is up to date
  • Ensure we have complete information on all applicants and vendors

Maintenance of office filing systems both on and offline

Management of office facilities

• manage all office supplier relationships (Stationery, Cleaners, Utilities, Photographers etc)
• coordinate any maintenance work on site
• actively seek out value for money with all supplier purchases
• Order and keep stocked all office stationery and supplies
• Manage security access
• Approval of all office/branch related purchase invoices

Office Power User

• Be the go-to person in the branch for assistance with correct use of office systems: Sharepoint, Jupix, Outlook, VoIP phone system. (with help and training)
• Liaise with IT Partner where necessary to assist with remote access onto any branch machine.

ABOUT YOU:

• thrive on being busy and enjoy organising people and systems.
• You get satisfaction from having the office run like clockwork and are proud to provide a high standard of customer service when dealing with clients.
• You are “tech savvy” and can quickly learn new systems and processes.
• You enjoy a small team environment and love to be an integral cog in the workings of a successful and growing company.

SKILLS REQUIRED:

• Advanced user of Microsoft Office (Outlook, Excel, Word)
• Proven customer service, administrative & organisation skills
• Ability to learn new systems quickly, a must.
• be owner driver with clean driving license.

DESIRABLE BUT NOT ESSENTIAL:

• Property background/experience
• Marketing experience