Admin Executive (Real Estate Agency)
Admin Executive (Real Estate Agency)
Location: Menara Southpoint, Mid Valley Kuala Lumpur
Company: Knight Frank Property Hub
About the Role
The Admin Executive (Real Estate Agency) plays a pivotal role in ensuring the smooth operation of the agency's administrative functions, specifically related to managing REN (Real Estate Negotiators) operations and executive support. This role is responsible for coordinating REN agreements, liaising with LPPEH, handling business accounts, and supporting the Managing Director with calendar management, documentation, and claims. The ideal candidate will have strong organizational skills, attention to detail, and the ability to work both independently and as part of a team. This position requires excellent communication skills to manage both internal staff and external stakeholders effectively, contributing to the overall success of the agency's operations.
Key Responsibilities:
REN Operations and Administration Management:
- Develop and maintain the Anti-Bribery Handbook Policy.
- Order and manage REN requisition items (banners, name cards, name tags, etc.).
- Distribute announcement artwork via email and WhatsApp to all RENs and management.
- Prepare and provide starter kits for new RENs.
- Prepare and manage New REN Agreements and related documentation.
- Remind RENs of their CPD Yearly Renewal requirements.
- Record and manage monthly RENs’ Business Development Accounts.
- Maintain and update personal files for RENs and staff.
- Oversee catering for monthly events and ensure timely delivery; provide backup event emcee support if required.
Handling Matters Involving LPPEH:
- Register new RENs online via BIS-LPPEH after receiving the NCC Certificate.
- Handle and submit resignation/termination documents online via BIS-LPPEH.
- Update and distribute the Negotiators’ List bi-annually (June and December) to LPPEH.
- Follow up with LPPEH regarding REN ID tags.
- Renew REN and firm’s registrations annually via BIS-LPPEH.
Executive Support:
- Calendar Management: Schedule and coordinate appointments, meetings, and travel arrangements for the Managing Director.
- Communication Management: Handle and respond to verbal and written communications, including emails, phone calls, and memos.
- Meeting Documentation: Record accurate minutes during weekly management meetings to ensure comprehensive follow-ups.
- Claims Management: Process and manage reimbursement claims for the Managing Director.
- Document Preparation: Extract data using the ERP system to prepare management reports and customer service branding messages.
Job Requirements:
- Minimum 1 - 3 years of experience in office administration and working with RENs.
- Excellent communication and interpersonal skills, with the ability to engage professionally with RENs and colleagues.
- Strong organizational and multitasking skills, with attention to detail.
- A positive, proactive, and solutions-oriented approach to your work.
- Familiarity with office management procedures and best practices.
Location: Menara Southpoint, Mid Valley Kuala Lumpur
Company: Knight Frank Property Hub
About the Role
The Admin Executive (Real Estate Agency) plays a pivotal role in ensuring the smooth operation of the agency's administrative functions, specifically related to managing REN (Real Estate Negotiators) operations and executive support. This role is responsible for coordinating REN agreements, liaising with LPPEH, handling business accounts, and supporting the Managing Director with calendar management, documentation, and claims. The ideal candidate will have strong organizational skills, attention to detail, and the ability to work both independently and as part of a team. This position requires excellent communication skills to manage both internal staff and external stakeholders effectively, contributing to the overall success of the agency's operations.
Key Responsibilities:
REN Operations and Administration Management:
- Develop and maintain the Anti-Bribery Handbook Policy.
- Order and manage REN requisition items (banners, name cards, name tags, etc.).
- Distribute announcement artwork via email and WhatsApp to all RENs and management.
- Prepare and provide starter kits for new RENs.
- Prepare and manage New REN Agreements and related documentation.
- Remind RENs of their CPD Yearly Renewal requirements.
- Record and manage monthly RENs’ Business Development Accounts.
- Maintain and update personal files for RENs and staff.
- Oversee catering for monthly events and ensure timely delivery; provide backup event emcee support if required.
Handling Matters Involving LPPEH:
- Register new RENs online via BIS-LPPEH after receiving the NCC Certificate.
- Handle and submit resignation/termination documents online via BIS-LPPEH.
- Update and distribute the Negotiators’ List bi-annually (June and December) to LPPEH.
- Follow up with LPPEH regarding REN ID tags.
- Renew REN and firm’s registrations annually via BIS-LPPEH.
Executive Support:
- Calendar Management: Schedule and coordinate appointments, meetings, and travel arrangements for the Managing Director.
- Communication Management: Handle and respond to verbal and written communications, including emails, phone calls, and memos.
- Meeting Documentation: Record accurate minutes during weekly management meetings to ensure comprehensive follow-ups.
- Claims Management: Process and manage reimbursement claims for the Managing Director.
- Document Preparation: Extract data using the ERP system to prepare management reports and customer service branding messages.
Job Requirements:
- Minimum 1 - 3 years of experience in office administration and working with RENs.
- Excellent communication and interpersonal skills, with the ability to engage professionally with RENs and colleagues.
- Strong organizational and multitasking skills, with attention to detail.
- A positive, proactive, and solutions-oriented approach to your work.
- Familiarity with office management procedures and best practices.