Are you an organised and detail-oriented Agency Administration professional looking for your next challenge?
We are looking for a highly organised individual with prior property agency experience to join our agency team in Perth, Scotland.
This team focus on expanding our market presence across Scotland, whilst delivering exceptional client experiences, and your job as an Agency Assistant will be to play a key role in supporting the team by facilitating the successful delivery of property services, whilst supporting agents with day-to-day tasks and ensuring a seamless experience for clients and stakeholders.
This is an exciting opportunity to work at the heart of property transactions, providing critical administrative support and helping to deliver exceptional service to our clients.
What you’ll be doing:
* Dealing with general agency enquiries (proposed sellers and purchasers) and, where necessary, passing these on to Agents for further consideration or pitching.
* Assisting with the drafting of marketing material, property particulars etc.
* File opening and conflicts checks
* AML forms (collating AML docs for review by agent/compliance, copy titles, trust deeds, confirmation if an executory etc. for potential HMRC inspection)
* Setting up digital files, audit forms and checklists
* Compiling comparable schedules with input/guidance from agent.
* Completing Best Price Guide searches for residential comps.
* Arranging signage for approval by agent whilst liaising with suppliers.
* Booking advertising after discussions with agent/client approval – tracking spend (copies of copy, when it appears, scans for file and to client).
* Being the first point of contact and dealing with photographers – diarising access with them and client (if in occupation).
* Obtaining home Report quotes.
* Invoicing for outlays – PO’s etc.
* Fielding initial simple enquiries/calls and passing on any which require additional input/consideration by the agent.
* Logging contacts and interest along with salient details on the internal system ‘REAPIT’.
* Matching potentially interested parties from REAPIT with new properties and sending out standard e-mails/ letters.
* Preparing marketing updates from REAPIT and responses to standard questions in our initial e-mails.
* Arranging viewings by liaising between client and proposed viewers for mutually suitable dates/times.
* Preparing interest updates for agent to discuss with clients.
* Creating and sending closing date letters/e-mails.
* Scanning and recording offers, best offers and correspondence with client and solicitor.
* Dealing with any invoicing matters.
* Entering salient job details on Agency Log (units, acres, value etc. for pitching/marketing tracking, entering details of pitches wins / losses and reasons why).
* Collating all salient information into the digital file ahead of job completion.
About You:
* Experience of working in a similar role within agency, sales administration or negotiation ideally within Scotland.
* Good attention to detail, along with a strong ability to manage multiple tasks whilst prioritising effectively.
* Experience with document management and proficiency in setting up/maintaining digital files.
* Ability to liaise confidently with individuals across all levels, along with clear and professional communication skills.
* Good IT skills with knowledge of Microsoft Office applications.
* Ability to work efficiently within deadlines.
* Resourcefulness in resolving client or agent queries whilst managing logistical challenges such as scheduling & advertising.
* Maintaining discretion and professionalism when dealing with sensitive client information.
* Familiarity with internal systems such as REAPIT and/or other property management systems.
Why Bidwells?
We’re a different kind of business. Whilst we’re a major player in the property sector, Bidwells remains a privately-owned, independent Partnership, with an inclusive, entrepreneurial culture. We give our people autonomy and take the time to listen.
What’s in it for you
Competitive Salary: We recognise and reward talent with generous salary and group bonus scheme
Comprehensive Benefits: Including up to 8% matched pension, 28 days holiday (+ bank holidays) as a minimum, along with your birthday off work, up to 11 additional wellness days per year, private medical cover, paid sabbaticals, lifestyle discounts and perks
Professional Development: Continuous learning, study support and promotion opportunities with paid professional memberships
Innovative Culture: Be part of a forward-thinking team at the forefront of industry trends
Family Friendly: We offer enhanced family leave policies to support individuals close to you
Bidwells is dedicated to fostering a truly inclusive culture of belonging, where everyone can thrive and succeed as their true and authentic selves at every level. We are committed to equal employment opportunity and positively encourage applications from all suitably qualified and eligible candidates regardless of race, sex, gender, gender identity or expression, disability, age, sexual orientation, transgender status, religion or belief. Flexible working requests are considered from day one.
Agencies: Bidwells does not accept unsolicited resumes and will not be responsible for related fees.
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