Reports to: Directors / General Manager

Position Overview:

This position based in Blouberg, as Office/Sales Manager, plays a major role in the success and the profitability of the company. The appointed person must be goal driven and goal orientated with great management and training skills and a passion for the property industry. The incumbent will have a huge business responsibility and good business skills will be an advantage. Property knowledge and experience is a must!

The below sets out the Office Manager/Sale Manager’s primary responsibility, but is not an exhaustive list.

JOB DESCRIPTION:

Duties and Responsibilities / Core Tasks:

Appointment of new agents:
• Building and constant updating of area agent database of opposition agency agents;
• Planning, co-ordination and placement of recruitment ads and agent information sessions with opposition agents;
• Continued canvassing and recruitment activities for current operational estate agents and quality intern estate agents employed by opposition agencies;
• Following of the Recruitment Strategy Guidelines as amended from time to time;
• Screening, appointing and training of new estate agents who joins the company;
• Concluding service contracts and office rules with agents;
• A Sales Manager has to spend at least 60% of his/her time on recruitment activities.

Training of agents:
• Training on general office procedures;
• Training on the Prop Control system;
• Training on CMA / Lightstone reports;
• Training on how to canvass an area;
• Screening and nominating the agent’s canvass area;
• Training on contracts – OTP’s and required FICA documentation;
• Training on formulas and VAT calculations;
• Training on Listings;
• Training on how to do a show house;
• Training on taking photos;
• Training on negotiating skills;
• Training on how to do adverts;
• Setting and monitoring agent goals.

Agent support and back-up:
• Distributing emails, correspondence and other necessary information to agents on important matters;
• Monthly / Quarterly one-on-one meetings with agents to set goals, assess activities according to goals, give advice and motivation;
• Monitoring agents progress and productivity from Prop Control;
• Assist agents with administrative requirements, negotiation of sole mandates and contracts, as and when needed;
• Assist agents with extraordinary contracts, e.g. PIP’s, insolvency’s, deceased estates etc;
• Provide training and support to agents on database and other necessary systems in order for them to operate effectively;
• Providing data and general training information for agents;
• Training agents on systems e.g. Lightstone, Lucid reporting etc;
• Assist in preparing and ordering marketing and exhibition material e.g. pamphlets for agents;
• Visiting of own agent’s show houses on a regular basis;
• Visiting of opposition agent’s show houses to present our offering and to introduce him/herself.

Contracts:
• Checking and signing off new contracts – OTP’s. Ensure contract is legal and complete with all related annexures and FICA documentation;
• When an agent presents a new OTP contract, an interview is scheduled to discuss the terms of the contract;
• Checking all signatures, supporting documents and annexures to the contract is done with the agent present;
• Calculating agent commission split, per transaction;
• Completing Contract Cover Sheet to accompany signed off contracts;
• Ensure CMA is attached;
• Ensures that ASP - Conveyancer and Bond Originator is appointed;
• Incomplete contracts are given back to the agent to finalise and return with a completed contract;
• Diarizes follow up of the above point;
• Once everything is checked and finalized – signs off the contract and delivers it to the Office Administrator;
• Take responsibility to ensure that follow-up for income for registered deals is done and received – sales commission & bond commissions;
• Manage problems of conditional / unconditional files – OTP’s;
• Regular checks are done on Latest Updates from attorneys to ensure Office Administrator completes and responds to tasks to update Treasure Map;
• Assist with the follow up with agents/clients for outstanding information if and when required;
• Handle queries from buyer/seller telephonically or personally;
• Calls seller/purchaser to establish personal contact and thank them for their business;
• Follow up and assistance with contacts should encourage repeat business and positive relationships;
• Update systems with information e.g. agents pay slips before closing files;
• Update and request information on Referrals with or from other franchise offices within the group;
• Ensure Referrals from other franchise offices within the group is updated on OMS and Treasure Map when referrals are successful.

Office and area branding:
• Ensuring that the office exterior is kept neat, clean and that the branding is always up to standard as per the instructions from the owners/company;
• Ensuring that each possible listing has a For Sale sign placed in front of the property;
• Regular inspection of show houses to ensure that the prescribed show house procedure is followed, including the marketing and branding outside the property (bunting, teardrops, boards etc);
• Regular inspection of agent’s car magnets and vehicle branding;
• Regular expo’s to be held to ensure brand awareness i.e. pamphlet drops during street expo’s, expo’s in shopping centers etc;

Reporting
• Reporting to the owners, company and General Manager on a regular (weekly; monthly) basis.

Please only apply if you have the above skills. Only shortlisted candidates will be contacted. Should you not hear back from us within 2 weeks of sending your CV, please take it that your application was thus unsuccessful