Office Coordinator - Real Estate Department — Qta Real Estate


Job summary

The Office Coordinator is responsible for providing administrative support to ensure efficient operation of the
Real Estate office. The Administrative Assistant supports through a variety of tasks related to organisation and

Candidate Profile

Higher Education – Degree in Business Administration preferred but not required

Proficient level of knowledge in reading, writing and speaking Portuguese and English

Previous work experience in office administration

Proficient computer skills (Microsoft Office software, email, internet, spread sheets)

Communication and interpersonal skills

Ability to prioritise projects and multitask

Ability to work as a team member

Good time management skills

Dependability, ability to handle sensitive and extensive confidential data

Strong organisational and planning skills

Attention to detail and problem-solving skills

Key Responsibilities

Deals with new inquires; re-directs calls and e-mails appropriately and keeps CRM updated

Organize and schedule meetings and appointments.

Maintain Vendors contact lists updated.

Retrieve documents from Vendors and/or lawyers for contracts and filing.

Produce new property listings contracts and ensures signatures and filling

Produce and distribute correspondence memos, letters and forms.

Assist in the preparation of regularly scheduled reports.

Develop and maintain a filing system.

Maintain office supply inventories and order office supplies.

Book travel arrangements.

Submit and reconcile expense reports.

Greets all guests, ensures they are comfortable while advising appropriate staff that guest is waiting.

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