Daily duties of Office Administrator at Daniel Fleming Auctioneers Ltd. KLYANT System and daily logs.
This computerised system records the movement of monies in and out of the business showing details of all such transactions associated with each property sale/property letting and purchase transactions.
Each transaction is logged in a folder every day on receipt of email from Jim outlining the daily movement in both the office and client bank account.
Then entered into Klyant system.
This system requires training for a new employee.
Property CRM (Client Relationship Manager).
CRM is a web based technology and has many features.
Our business does not have a need currently to utilise all facilities available with the system.
We do however use the facility to manage property appointments and viewings effectively.
It is important that the director is made aware of all viewing appointments to ensure all opportunities are captured.
This system requires training for a new employee.
Daft and MyHome We use such facilities on a daily basis and see them as a conduit between our business and prospect clients.
Used efficiently it is a valuable tool and can assist with all sales in a positive manner.
This system requires training for a new employee.
Advertising An important tool to get our message to prospect buyers/sellers and in doing so we use four main communication channels namely (1) Press advertising comprising deadlines to meet the papers printing time schedules (2) Online via Daft and MyHome (3) On site signage and (4) Window/in office display.
A good window display creates a good first impression and usually leads to further enquiries.
Advertising is a costly process and such transactions must be recorded to ensure payment is received in course.
Photographing and measuring of new properties for sale All new properties need to be photographed and measured.
BER to be ordered where necessary.
Emails.
The Office Administrator has the sole responsibility of managing email flows ensuring that details where appropriate are passed to the director who will then suggest a suitable response considered necessary.
Follow up will be required from time to time.
Phones Calls answered within three rings.
Out of office message and switch over to be managed daily as required.
Property Leasing.
December to April is the period when most land lettings (short and longterm) are renewed and in some cases renegotiated.
Additionally new lease agreements are identified and formalised.
This is an important element of our business and can often lead to cross selling opportunities.
It is important that tenants are corresponded with at least one month prior to renewal date advising them of the detail for the forthcoming year.
All new leases that are over 5 years long need to be stamped on the ROS system and registered with the PSRA.
Whilst we do not manage commercial/residential properties we do welcome requests to identify suitable tenants for such properties, prepare the necessary leasing agreements and conclude the transaction.
This is a valuable source of income.
Valuations.
A core piece of our business is undertaking property valuations for various reasons.
The director usually undertakes the inspection and provides the administrator with the necessary details to prepare the written valuation.
Templates are available on the system.
Fees should be recorded and payment followed up when necessary.
Identifying new prospects.
The office administrator should avail of every opportunity to identify leads that may result in new business relationships and ultimate instructions to sell or lease a property.
Supplier Invoices All supplier invoices to be filed in monthly order and scanned to the company secretary and accountant in the first week of each month to facilitate the VAT return.
RTB renewals Check RTB portal once a month to see if any payments need to be renewed and contact the landlord to let them know that a renewal is due and get payment from them.
I would encourage most landlords that have the capacity to do so to register the tenancy themselves going forward as it eliminates the need for follow up on our side.
General Administration.
The administrator should liaise with the company secretary who is responsible for the companys finances.
In most cases cheques are issued as a form of payment for land lettings and other such transactions.
In a growing number of situations payments are required to be made online with such payments being made by the company secretary who works remotely.
Likewise most purchase invoices are paid via EFT.
Supplier Invoices to be entered in Klyant system and filed in folder.
Accounts are reconciled at end of each month when completed sales/letting transactions are concluded for that month.
The company secretary requires certain pieces of information to be provided by the office administrator to enable the completion of the companys VAT returns for that period.
When a new client relationship commences there is a strict process to be followed in order to comply with PSRA Compliance Regulations.
In doing so a Client/Customer Due Diligence Report must be completed.
Failure to do so could lead to various levels of sanction by the PSRA Regulatory Authorities.
A hardcopy and soft copy file must be maintained for each individual client covering all aspects of the business relationship from inception.
Any other admin transactions that may be requested by the director from time to time.