Office Administrator

Salary range £28-£32k subject to experience

Hours are Monday- Friday 9-5.30pm and sat 9.30-12.30 as rostered (1 in 4 generally)

Overview

My client is seeking an experienced and professional Office Administrator to join its busy Belfast branch. This role is responsible for providing high-quality administrative support, delivering excellent customer service, and ensuring the smooth day-to-day operation of the office. The successful candidate will work closely with the sales, marketing, and accounts teams while supporting property sales and marketing activities.

Key Responsibilities

Customer Service & Administration

• Deliver an exceptional level of customer service, representing the client professionally at all times.
• Provide general administrative support, including answering telephone calls, responding to enquiries, and scheduling appointments.
• Manage incoming phone and email enquiries, arranging:
  • Property viewings
  • Valuation appointments
  • Viewing schedules
• Ensure all enquiries are recorded accurately and responded to promptly within company systems.
• Maintain a welcoming and professional environment for clients, visitors, and callers.
• Gather and record client information accurately to support effective service delivery.

Property Administration

• Prepare Terms of Engagement and ensure all compliance documentation is complete before properties are marketed.
• Produce high-quality brochures, letters, pricing schedules, and other property-related documentation.
• Ensure all property-related charges, including photography, advertising, brochures, and boards, are accurately recorded on the system.
• Coordinate photography orders and maintain relevant property files.
• Oversee board orders and ensure all activity is logged correctly.
• Support branch preparations for Saturday viewings, including:
  • Printing diaries
  • Preparing brochures
  • Organising keys and alarm codes for viewing staff.

Marketing Support

• Liaise with the marketing team regarding property marketing requirements.
• Collaborate with negotiators and sales teams to gather property information, images, and marketing content.
• Ensure all marketing materials are professionally presented and aligned with company branding standards.
• Maintain and update office window displays and LCD advertising screens.

Office Management

• Order and maintain office supplies, including stationery and refreshments.
• Ensure adherence to company policies and procedures.
• Support the overall efficient operation of the branch office.

Essential Criteria

• Minimum of 2 years' experience in a customer-facing administration role.
• Proficient in Microsoft Office applications.
• Excellent communication and interpersonal skills.
• Strong organisational skills and ability to prioritise workload effectively.
• High level of accuracy and attention to detail.
• Ability to work independently within a busy environment.
• Professional and customer-focused approach.

Desirable Criteria

• Familiarity with estate agency terminology and practices.
• Experience supporting property sales, marketing, or lettings functions.
• Strong visual awareness and an eye for presentation and design.