Operations Administrator

**Job Summary**:
As an Operations Administrator, you will provide crucial support to the team, assisting with various administrative tasks and ensuring smooth operations. You will be responsible for maintaining property listings, managing enquiries, organising property viewings, and maintaining accurate records. This position requires excellent organisational skills, attention to detail, and the ability to work effectively in a dynamic and fast-paced environment.

New Business Development: Proactively identify and pursue new business opportunities to expand the agency's client base. This includes targeting property owners, developers, landlords, and other potential clients through networking, assisting marketing campaigns, and referrals.

Client Relationship Management: Build and maintain strong relationships with clients. Foster long-term partnerships, ensuring client satisfaction and repeat business.

Collaboration with Internal Teams: Collaborate effectively with internal teams, including sales agents, marketing personnel, and other administration staff, to ensure seamless coordination and excellent customer service.

Collaboration with External Teams: Communicate with external team members including and not limited to surveyors, photographers, viewing agents and solicitors to manage appointments and tasks while maintaining high business standards.

Reporting and Documentation: Maintain accurate records of property activities, client interactions and business activities. Prepare regular reports for clients and management, highlighting achievements, opportunities, and challenges.

Professional Development: Stay updated with industry knowledge and legal requirements. Attend relevant training, conferences, and networking events to enhance skills and stay informed about industry developments.

Compliance and Ethics: Adhere to professional ethics, legal requirements, and company policies in all business activities. Ensure compliance with relevant laws, regulations, and industry standards.

**Responsibilities**:
Coordinate property listings, ensuring accurate and up-to-date information is provided for marketing purposes.

Manage enquiries from potential buyers or clients, providing prompt and professional responses.

Schedule and organise property viewings, consulting with clients and buyers to arrange suitable appointments.

Assist in conducting property inspections, both occupied and vacant properties. Noting key features, measurements, and any relevant details. Ensuring meter readings are taken and recorded, in some instances that mail is collected and forwarded on.

Ensure all property keys are logged, tagged and tracked.

Assist in conducting property viewings.

Maintain accurate and organised records of property listings, inquiries, viewings, and client interactions on our software system.

Prepare and distribute property brochures, marketing materials, and other documentation as required.

Coordinate with surveyors, photographers, contractors, and other service providers to ensure quality property visuals and accurate floor plans.

Assist in conducting market research and analysis, monitoring local property market trends and competitor activity.

Collaborate with other team members to ensure effective communication, efficient workflow, and exceptional customer service.

**Requirements**:
Previous experience in a similar role, preferably within the real estate or property management industry.

Strong organisational and administrative skills, with excellent attention to detail.

Proficiency in using relevant software and tools for estate agency, customer relationship management, and document preparation.

Excellent written and verbal communication skills, with the ability to interact professionally with clients and colleagues.

An initiative-taking and self-motivated approach to work, with the ability to prioritise tasks and meet deadlines.

Knowledge of the local property market in Edinburgh is desirable.

Familiarity with property-related legal and regulatory requirements is a plus.

A collaborative mindset, with the ability to collaborate effectively with colleagues.

Professionalism, integrity, and a customer-centric attitude.

Flexibility to adapt to changing priorities and manage multiple tasks simultaneously.

Full UK Driving Licence

Fluent in written and spoken English

**Skills Required -**

Communication: Excellent written and verbal communication skills are essential for interacting with clients and customers, as well as other members of the team.

Organisation: The ability to organize and prioritise tasks is essential for managing multiple projects simultaneously.

Problem-solving: The ability to identify and solve problems is essential for providing excellent customer service.

Technology: The ability to use a variety of technology, such as computers, phones, and software, is essential for completing tasks efficiently.

**Job Types**: Full-time, Permanent

Pay: From £23,000.00 per year

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