Job Description: The Administrative Assistant is responsible for providing comprehensive administrative and operational support to the Real Estate, General Insurance and Concierge operations of the company, inclusive of managing the client-company experience, invoicing, appointment scheduling, drafting corporate-level communications and execution of in-house business development projects.

Responsibilities:

  1. Support CEO with Real estate and other business development projects and opportunities throughout the Rock Sound Properties (1976) Limited  group of companies:
    • Assist CEO in managing personal schedule, client relations, coordinating meetings, etc.
    • Assist with Real Estate Listing, Data collection/Entry and Sales Transactions
    • Communicate with clients, tenants and visitors in a professional and courteous manner.
    • Provide assistance with inquiries and requests from clients, tenants, and visitors.
    • Select, transact, coordinate and arrange services such as provisioning, delivery, transportation, dining reservations, and event tickets as needed.
    • Assist in business development, new software and platform development 
    • Assist in building the team as business grows 
  2. Invoicing Related to Real Estate:
    • Generate and process invoices in Quickbooks accurately and in a timely manner.
    • Ensure payments are received in full in a timely manner and accurately applied in Quickbooks. 
    • Liaise with the in-house realtor and accounting department to ensure accurate and timely billing and payment processing.
  3. Making Call-Backs:
    • Follow up on inquiries and requests via appropriate medium (i.e. phone, email, WhatsApp, etc) promptly and professionally.
    • Schedule callbacks to address any unresolved issues or to provide additional information.
  4. Relations with Tenants and Property Management:
    • Serve as a primary point of contact for tenants regarding lease agreements, short-term rentals, maintenance requests, and general inquiries.
    • Manage Book Calendars, check-in and checkouts, property prep and guest relations
    • Foster positive relationships with tenants by addressing concerns promptly and effectively.
    • Ensure monthly tenant statements reflect accurate account balances.
    • Distribute monthly tenant  statements in a timely manner
  5. Insurance Liaison:
    • Assist with developing and promoting the Insurance Business.
  6. Setting Up Appointments:
    • Manage calendars and schedule appointments for CEO and CFO
    • Coordinate meeting logistics and send reminders to all parties involved.

Requirements:

  • A high school diploma or equivalent, as well as additional certification in office administration or real estate, is advantageous.
  • Proven experience in administrative support roles, preferably in the customer service field and real estate industry.
  • Excellent communication skills, both written and verbal.
  • Proficiency in Quickbooks and Microsoft Office suite is preferred.
  • Strong organizational and multitasking abilities, with keen attention to detail.
  • Ability to work independently and prioritize tasks effectively in a fast-paced environment.

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