Reports to: Directors / General Manager

Position Overview: This position 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, target driven, and good business skills will be an advantage.

Duties and Responsibilities / Core Tasks:

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 property practitioners:

· Building and constant updating of area property practitioner database of opposition agency property practitioners;

· Planning, co-ordination and placement of recruitment ads and property practitioner information sessions with opposition property practitioners;

· Continued canvassing and recruitment activities for current operational estate property practitioners and quality intern estate property practitioners employed by opposition agencies;

· Following of the Recruitment Strategy Guidelines as amended from time to time;

· Screening, appointing, and training of new estate property practitioners who joins the company;

· Concluding service contracts and office rules with property practitioners;

· A Sales Manager must spend at least 60% of his/her time on recruitment activities.

Training of property practitioners:

· Training on general office procedures;

· Training on the Prop Control system;

· Training on CMA / Property 24 reports;

· Training on how to canvass an area;

· Screening and nominating the property practitioner’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 property practitioner goals and performance.

Property practitioner support and back-up:

· Distributing emails, correspondence and other necessary information to property practitioners on important matters;

· Monthly / Quarterly one-on-one meetings with property practitioners to set goals, assess activities according to goals, give advice and motivation;

· Monitoring property practitioners progress and productivity from Prop Control;

· Assist property practitioners with administrative requirements, negotiation of sole mandates and contracts, as and when needed;

· Assist property practitioners with extraordinary contracts, e.g., PIP’s, insolvency’s, deceased estates etc.

· Provide training and support to property practitioners on database and other necessary systems in order for them to operate effectively;

· Providing data and general training information for property practitioners;

· Training property practitioners on systems e.g., CMA, Prop Control, CRM System etc.

· Assist in preparing and ordering marketing and exhibition material e.g., pamphlets for property practitioners;

· Visiting of own property practitioner’s show houses on a regular basis;

· Visiting opposition property practitioner’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 a property practitioner 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 property practitioner present;

· Calculating property practitioner commission split, per transaction;

· Completing Contract Cover Sheet to accompany signed off contracts;

· Ensure CMA is attached;

· Incomplete contracts are given back to the property practitioner to finalize 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;

· Assist with the follow up with property practitioners/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., property practitioners pay slips before closing files;

· Update and request information on Referrals with or from other Branch offices within the group.

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 property practitioner’s car magnets and vehicle branding;

· Regular expo’s to be held to ensure brand awareness i.e., pamphlet drops during street expo’s, expos in shopping centres etc.;