About the job
Key Responsibilities
General Responsibilities
- Oversee intricate and high-volume administrative processes related to marketing elements, including detailed property particulars.
- Facilitate and coordinate order processing efficiently.
- Engage professionally with both internal and external clients regarding their orders, such as scheduling photography appointments and managing expectations.
- Collect and review content from agents within set deadlines, ensuring it is directed to the appropriate department for processing.
- Handle telephone inquiries, escalating issues as necessary.
- Maintain organized filing and proofreading procedures.
- Administer databases such as NetSuite and Filmmaker.
- Manage Excel sheets and generate invoices accurately.
- Prioritize tasks to ensure adherence to service level agreements.
- Order and package stock supplies efficiently.
- Verify invoices for the Finance department.
- Create and present weekly and monthly performance reports to management.
- Monitor performance metrics, including delivery timelines and work accuracy.
Multi-Skilling
- Take initiative to become proficient in all departmental roles to enable team members to provide mutual cover.
- Engage in learning responsibilities outside the immediate department to ensure comprehensive coverage as needed.
- Support other business areas when required, which may involve occasional travel to different company locations.
Continuing Personal Development
Actively participate in:
- Fostering a culture of teamwork and collaborative support.
- Ensuring continuous professional development is prioritized across the team.
- Regular one-on-one performance and development review meetings with the Team Leader.
Skills, Knowledge, and Experience Required
Essential
- Proven experience in managing high-volume, fast-paced administrative tasks.
- Proficient in IT software, including Word, Excel, and PowerPoint.
- Strong communication skills, with the ability to engage effectively with various stakeholders.
- Excellent organizational skills with meticulous attention to detail.
- A collaborative team player who is also capable of taking initiative.
- The capability to critically assess processes and systems, offering constructive suggestions for improvement.
Desirable
- Experience in the Property or Print industries.
