06/10/2025
Job Title: Office Administrator – Real Estate
Department: Administration / Operations
Reports To: Managing Director / Head of Operations
1. Core Role Purpose
To provide administrative, marketing, and operational support to ensure smooth office operations, efficient record management, and effective coordination of marketing and property-related activities within the real estate company.
2. Key Responsibilities
A. Office Administration
Manage day-to-day office operations, ensuring a clean, organized, and professional work environment.
Handle correspondence, calls, and inquiries, directing them to the appropriate departments.
Maintain office supplies, stationery, and inventory; coordinate procurement as needed.
Supervise support staff (cleaners, messengers, receptionists) and ensure office efficiency.
Prepare and circulate internal memos, notices, and reports.
B. Filing and Record Management
Maintain an organized and up-to-date filing system (both physical and digital) for company documents, leases, property records, client files, and tenancy agreements.
Ensure all contracts, payment receipts, and property documents are properly labeled, filed, and easily retrievable.
Develop and enforce document control procedures to enhance efficiency and compliance.
Archive inactive files securely and maintain confidentiality of all sensitive documents.
C. Marketing Support
Assist in creating and implementing marketing strategies for property listings, open houses, and client engagement.
Prepare marketing materials such as property brochures, flyers, social media posts, and email campaigns.
Coordinate photography, videography, and virtual tours for property promotion.
Manage and update company website and social media pages with current listings and promotions.
Liaise with advertising agencies, media houses, and digital marketers to enhance brand visibility.
Track marketing campaign performance and prepare monthly reports.
D. Client and Sales Support
Assist sales and property management teams with client follow-ups, documentation, and property viewing arrangements.
Maintain and update client and prospect databases (CRM system).
Prepare property offer letters, tenancy agreements, and renewal notices.
Support customer service efforts by ensuring quick and professional response to client inquiries.
E. Financial and Operational Support
Support in preparation of invoices, payment requests, and petty cash management.
Maintain records of rent collections, payments, and expenses for easy reconciliation.
Coordinate logistics for meetings, property inspections, and staff travel.
F. Reporting and Communication
Prepare weekly and monthly administrative and marketing reports.
Assist management in scheduling meetings and preparing presentations.
Draft official correspondence and maintain internal communication channels.
3. Qualifications & Skills
Diploma/Degree in Business Administration, Marketing, Real Estate Management, or related field.
Minimum 2–4 years of experience in office administration, preferably in the real estate industry.
Proficiency in MS Office Suite (Word, Excel, PowerPoint) and document management tools.
Knowledge of digital marketing and social media management.
Strong organizational, communication, and interpersonal skills.
High attention to detail and excellent filing/documentation skills.
Ability to multitask, prioritize, and meet deadlines.
4. Personal Attributes
Professional and presentable demeanor.
High integrity and confidentiality.
Proactive and self-driven with a positive attitude.
Team player with excellent customer service orientation.
