Receptionist & Admin Assistant

Job Description

We are looking for a well-organized and proactive Receptionist & Admin Assistant to join our team. This role is central to the smooth operation of our office and involves managing front desk activities, handling client interactions, supporting the management team, maintaining accurate property data across our platforms, and ensuring that all incoming leads are promptly captured and assigned to the appropriate team members for follow-up.

Key Responsibilities

• Greet and receive visitors professionally, and promptly notify relevant staff of their arrival.
• Manage all incoming calls, emails, and physical mail, ensuring they are screened and directed appropriately.
• Record and communicate messages to the appropriate team members in a timely and organized manner.
• Provide general secretarial support including typing reports, drafting correspondence, and taking minutes during internal meetings.
• Maintain the meeting room calendar and staff movement diary to support smooth coordination of schedules.
• Oversee office presentation, manage stationery and supplies, and ensure general office upkeep.
• Track field agents’ movements and check-in/check-out logs to ensure visibility and safety.
• Maintain physical and digital filing systems, ensuring accuracy, confidentiality, and easy retrieval.

Client & Lead Management

• Handle all client enquiries, both in-person and via phone/email, and route them efficiently to the relevant departments.
• Record client details and track communication history in the CRM, including inquiries shared by the team on the WhatsApp group, to ensure accurate lead follow-up
• Assist in assigning leads to agents and follow up on their status where necessary.
• Prepare and share daily and weekly inquiry reports with management

Communication & Meeting Management

• Respond to selected internal and external communication on behalf of the Director and Senior Management.
• Schedule and coordinate and attend meetings; prepare agendas and take accurate minutes.
• Distribute meeting notes, track action points, and ensure timely follow-ups.

Data Entry & Listings Management

• Accurately update property listings on the company website and third-party property portals.
• Add new listings, update existing ones, and remove expired or sold properties promptly.
• Verify all listing details and obtain approvals from agents or clients before publishing content.
• Maintain a clean and current digital database for property information and client communications. Mail, Supplies & Facility Coordination
• Maintain accurate records of incoming and outgoing mail and oversee timely distribution.
• Supervise office cleaners and ensure that cleaning schedules are adhered to and office hygiene is maintained.
• Coordinate the replenishment of beverages and ensure that refreshments for meetings are served on time.

Other Responsibilities

• Follow up on land rates, leases, utility bills, and rental payments for company- and Director-owned properties.
• Organize and maintain both physical and digital records of personal and work-related documents for Directors and Senior Management.
• Undertake additional administrative or technical tasks as reasonably assigned by management in line with business needs.
• Run personal errands for Directors and Senior Management when required.
• Provide flexible support across departments during peak periods or on special projects.
• Assist Directors with administrative tasks, correspondence, and documentation as needed.
• Perform any other duties assigned by management to ensure smooth and efficient office operations. Ideal Candidate Profile
• Strong interpersonal and communication skills, with a professional and welcoming demeanor.
• Excellent organizational and time-management abilities.
• Attention to detail, especially in data entry and record-keeping.
• Comfortable using office software and basic property management systems.
• Able to handle multiple tasks efficiently in a fast-paced environment.
• Experience in real estate, customer service, or administrative support is an added advantage.

Qualifications

• Diploma or Certificate in Business admin, real estate management course or any relevant course
• 1-2 years of experience in similar capacity in real estate industry