Real Estate Admin

Position Overview:

We are looking for a Real Estate Admin to support an Australian real estate client.

The role will primarily focus on inbound and outbound calls, lead follow-up, responding to messages and enquiries, and providing professional customer service to buyers, sellers, landlords, tenants, and prospective clients.

The ideal candidate will be confident communicating with Australians over the phone, have excellent English communication skills, and be comfortable handling a high volume of calls and messages while maintaining a professional and friendly approach.

Key Responsibilities

Inbound Calls

• Answer incoming calls promptly and professionally.
• Act as a first point of contact for the real estate business.
• Handle enquiries from buyers, sellers, landlords, tenants, and prospective clients.
• Provide basic information regarding properties, inspections, appointments, and general enquiries.
• Identify the purpose and urgency of each call and direct enquiries to the appropriate team member where required.
• Take accurate messages and ensure all required follow-ups are completed.
• Handle missed calls and return calls promptly.

Outbound Calls & Lead Follow-Up

• Make outbound calls to prospective buyers, sellers, landlords, tenants, and other leads.
• Follow up property enquiries and leads generated through websites, portals, advertising campaigns, and other channels.
• Contact existing and previous leads to maintain engagement and identify potential opportunities.
• Qualify enquiries and determine the appropriate next step.
• Follow up leads based on instructions and established processes.
• Confirm property inspections, appointments, meetings, and other scheduled activities.
• Escalate warm or qualified leads to the Australian real estate agent or appropriate team member.

Messages & Enquiries

• Monitor and respond to enquiries received through email, SMS, website forms, social media, and other messaging platforms.
• Respond to enquiries in a timely, professional, and helpful manner.
• Ensure no calls, messages, or leads are missed.
• Follow up on unanswered messages and outstanding enquiries.
• Maintain clear and professional written communication with Australian clients and customers.

CRM & Administration

• Accurately record calls, messages, enquiries, follow-ups, and outcomes in the client's CRM.
• Maintain accurate contact and lead information.
• Update lead statuses and follow-up activities.
• Schedule and coordinate appointments, inspections, and calls where required.
• Maintain organised records of customer interactions.
• Assist the real estate team with general administrative tasks as required.
• Prepare basic activity reports and updates when requested.

Key Skills & Experience

• Previous experience in real estate, customer service, administration
• Experience supporting an Australian business or Australian clients is highly desirable.
• Excellent spoken and written English.
• Strong and confident telephone manner.
• Comfortable making frequent outbound calls.
• Ability to communicate naturally and professionally with Australian customers.
• Strong customer service and interpersonal skills.
• Excellent follow-up and organisational skills.
• Strong attention to detail and accurate data entry.
• Comfortable working with CRMs, email, phone systems, messaging platforms, and other online tools.
• Ability to manage multiple enquiries and priorities effectively.
• Self-motivated and able to work independently in a remote environment.

Working Hours The role will be required to work Australian business hours, with the specific schedule determined by the client's location and operational requirements.