Data Entry / Receptionist
Property Shop Investment LLC
مجموع سنوات الخبرة :8 years, 3 أشهر
Data Entry
• Entering listing data into database software (Goyzer) and checking to ensure the accuracy of the data
(specific unit of the Property) that has been inputted.
• Resolving discrepancies in information and obtaining further information for incomplete documents.
• Uploading images for a specific type of Property & Unit.
• Updating listing dates on a daily basis when receiving listing inventories.
• Coordinating with the listing, leasing & sales agents on the vacant units.
• Publishing units available for sales & leasing from the database to the website.
• Preparing & issuing leasing offer letter & tenancy contract.
Receptionist
• Greet and welcome guests as soon as they arrive at the office.
• Direct visitors to the appropriate person and office.
• Answer, screen and forward incoming phone calls
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms
and brochures).
• Provide basic and accurate information in-person and via phone/email.
• Receive, sort and distribute mail/deliveries.
• Perform other clerical receptionist duties such as filing and photocopying.
• Set up, copy, scan and store document.
• Create templates.
• Manage requests for documentation.
• File documents in physical and digital records and ensure appropriate storage.
• Review and maintain the accuracy of the records, editing where necessary to ensure
are up to date.
• To liaise with and distribute project related information with all levels of the project team and potentially external parties.
• Manage the processes around documentation within the organization.
• Maintain confidentiality around sensitive documentation.
• Prepare ad-hoc reports on projects when required.
• Develop marketing strategies for projects including company websites and social media.
• Plan and execute initiatives to reach the target audience through appropriate channels (social media, email etc.)
• Work closely with the sales team by publishing the listings in CRM real estate advertisements in Property Finder, Bayut, Just Property and company website.
• Create and execute lead generation for the sales team.
• Works with creative teams to come up with branding ideas, advertising and promotional materials.
Leasing
• Demonstrate unit, model and apply product knowledge to clients needs by communicating the features and benefits then close the sale.
• Update availability report, process applications for approvals such as cheques, rental history etc.
• Submit processed applications to the Property Manager for approval. Follow up with applicant regarding status.
• Ensure unit is ready to move-in on agreed date.
• Secure new authorized person’s signature(s) on appropriate paperwork prior to move-in.
• Monitor renewals. Distribute and follow-up on renewal notices.
• Assist in monitoring advertising effectiveness.
• Receive all telephone calls and in-person visits. Listen to tenant’s requests, concerns and comments.
• Quickly complete maintenance service request and inform the maintenance team. Answer questions about maintenance, rent, rules, etc. Follow up on a timely basis if unable to respond on all matters.
• Maintain open communication with all of our higher management.
Administrative
• Operate computers programmed with accounting software to record, store and analyze information.
• Accept rental payments and post rents to the computer.
• Record money’s collected and prepares bank deposit slips on an on-going basis.
• Ensure that all proper and legal documents are received, current, accurately verified and entered into the computer from new vendors, prior to payment being processed.
• Communicate with Property Managers regarding accuracy of invoices received that purchase orders are attached and invoices are coded correctly, according to company procedures.
• Ensure that all invoices received from the properties are approved, entered and paid within a timely manner.
• Access computerized financial information to resolve vendor and payment disputes.
• Check figures, postings and documents for correct entry, mathematical accuracy and proper codes.
• Prepare, review and close reports for assigned properties on a monthly basis.
• Prepare and review quarterly and year-end reports.
• Provide accounting support to Property Managers.
• Assist in lease transactions by typing leases, gathering applicant’s history and credit approvals.
• Provide general clerical assistance to the department.
• To manage and update the personnel files systematically.
• To control the passports of employees professionally with proper labeling.
• To file all the documents in relevant folders for HR department.
• To scan and keep the softcopies of important documents in system.
• To assist other employees in HR department for arranging necessary documents.
• To be in charge of keeping the HR department clean and tidy without having pending documents at the office.
• Responsible for the control of all HR related documents.