Executive Assistant

3 weeks ago

Brentwood, United Kingdom Fine & Country Full time

**Job Title**: Executive Assistant
- Temporary Position (May to September 2024)

**Location**: Fine & Country Estate Agents, Mid and South Essex

**Job Summary**:
**Key Responsibilities**:
**Daily**:all enquiries, oversee prospecting systems including daily Refined post, viewing feedback and share

**Weekly**:schedule daily social media posts, respond to PR requests

Enquiry Management:

- Take the lead in responding to all enquiries from various sources (Moneypenny, Leadpro, LOOP and portals) promptly and efficiently.
- Ensure no enquiry is overlooked; follow up with assigned personnel and verify that necessary actions have been taken.

Appointment Booking:

- Schedule appointments for viewings, valuations, media sessions, and general appointments in the diary.
- Maintain records of staff availability to facilitate seamless booking arrangements.
- Prepare marketing consultation (MC) packs for the team as needed.

Post-Appointment Follow-up:

- After appraisal appointments, prepare and send the summary letter, if necessary, based on provided information and using a templated letter.
- Generate and send new instruction contracts using LOOP and DocuSign software, ensuring all necessary owner and property details are collected and verified in line with compliance procedures.
- Generate and send invoices to clients for upfront marketing fees.

Data Management:

- Maintain a weekly spreadsheet, updating daily with new instructions, status changes, and withdrawals.
- Communicate with Swift Exchange directly and efficiently regarding any sales progression updates and changes.
- Maintain records of vendors' and buyers' IDs for accepted offers, saving them on LOOP and Dropbox in Property Correspondence.

New Instruction Management:

- Coordinate with homeowners and photo teams to schedule and conduct property photoshoots.
- Attend new instruction media appointments to view property first hand.
- Manage the approval process for property photos and brochures, including creating property brochures and window cards.
- Prepare property descriptions and sales particulars for all new listings.
- Coordinate with listing agents to make properties live on LOOP when ready.

Other Duties:

- Coordinate EPC assessments for properties as needed and ensure results are recorded and stored appropriately.
- Record and manage office absences, including holidays and unavailable time for senior members.
- Facilitate the sending of Memorandum of Sale (MOS) and relevant documents to solicitors and Swift Exchange.

Social Media and Marketing:

- Maintain and update social media profiles on Facebook, Instagram, and YouTube with property listings, sold properties, and relevant content.
- Liaise with Park Lane regarding editorial and marketing opportunities as required.
- Monitor and manage Google pages for both office locations, including soliciting and posting client reviews.

General Office Support:

- Assist with ad hoc documents and forms as needed.
- Maintain office organisation and tidiness, ensuring adequate supplies and resources are available.

Qualifications and Skills:

- Previous experience in administrative or coordination roles, preferably in the real estate industry.
- Proficiency in Microsoft Office Suite and familiarity with real estate software such as LOOP.
- Excellent organisational and time management skills.
- Strong communication skills, both written and verbal.
- Ability to work independently and prioritise tasks effectively.
- Attention to detail and accuracy in data management.
- Knowledge of social media management and marketing strategies is advantageous.

**Job Types**: Full-time, Temporary contract
Contract length: 4 months

**Salary**: £100.00-£125.00 per day

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Brentwood: reliably commute or plan to relocate before starting work (required)

Work Location: In person

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