Use of the ‘Admin Work List’ housed on the company intranet to self-allocate any work requests on a first come-first served basis, unless told otherwise by the Administration Office Co-ordinator (AOC) . All items may have supporting files in the form of scanned PDFs, images or sound files which require a sound level of competency and understanding to access and deal with.
The Work List itself requires constant management – it is your responsibility to update and archive your own individual items.
1.Write to potential vendor using standard letter including examples of property details, supporting information etc
2.All supporting scans and the soft copy of the MA letter are to be saved into ‘Letters’ in Reapit.
1.Enter all information from the lister into Reapit - including commission and ensure that the EPC has been ordered.
2.Save all supporting files into Reapit (eg. photos / EPCs / floorplan etc) where appropriate.
3.Create advert/editorial/details proof stamp and (after proofing) send to client along with On Sale letter, property log and copy of TOB.
4.All supporting scans (including ID) and the soft copy of the On Sale letter are to be saved into ‘Letters’ in Reapit.
5.Ensure all advertising is booked with either relevant office or direct with the publication concerned.
6.Mark property as For Sale and Available and remove the ‘No Internet Advertising’ tick – this will upload it to the internet.
7.Order brochures and send the Outlook invitation to remind Negs to inform you if they do not arrive at the office.
1.Advertising – A weekly allocation of advertising for each administrator on a monthly rota. Ensure grid is completed by office. Generate the page proof using the appropriate software (Property Wizard) and get the final draft approved in writing by the office.
2.Client Questionnaires – cover on a rota basis, administrators generate a central report of all Exchanged and Withdrawn properties to send out a CQ either by email or by post (where there is no available email address).
3.Internet Audits – on a monthly rota, a list of For Sale and Available and Sold STC properties for each office is printed and checked against the relevant websites.
4.General Audits – on a monthly rota, reports in Reapit for the whole company to ensure all necessary documents have been received for all For Sale properties
5.Changing existing property prices/text/photos – as requested.
6.General letters - as requested.
7.IT responsibility – it is every administrator’s responsibility to manage their own items on the Work List, their own email accounts and to keep the scans/photos/documents folders as tidy and up-to-date as possible.
11.To accept a general responsibility for the accuracy of your work. Namely spelling and grammar checking by making use of spell check in Word but more importantly by proof reading your work before it is sent on
12.To adhere to all administration/typing requirements relating to the maintenance of Company Systems especially ISO9001/2008 always bearing in mind the Property Mis-Description Act and Estate Agents Act 1979