Office Administrator

Simon Brien has an exciting opportunity for a Office Administrator to join their established and growing team.

Simon Brien is a leading property services company in Northern Ireland with over 40 years’ experience, with a strong and well-established Lettings and Property Management department that has been successfully developed and expanded over the past 16+ years. The department currently manages over 680 residential properties, delivering a comprehensive, professional and proactive service to both landlords and tenants.

The company provides a full range of property services, with lettings and property management forming a core part of the business. The team is focused on compliance, asset management, tenant relations and long-term portfolio growth, supported by robust systems and a customer-focused approach.

In 2024, Simon Brien became part of the Sherry FitzGerald Group, Ireland’s largest property advisory network, with over 100 offices, including more than 70 franchise locations. In addition, Simon Brien is the exclusive associate of Knight Frank in Northern Ireland, giving clients access to a global network of over 600 offices across more than 50 markets and providing exceptional international reach for those selling premium and luxury homes.

Responsibilities

• Provide an excellent level of customer service, representing Simon Brien in all dealings.
• Providing general administrative support, including answering phones, managing inquiries, and scheduling appointments.
• Responsible for dealing with incoming phone and email, enquiries relating to the branch such as arranging viewing appointments, valuations, viewing times etc. Ensure timely responses and that all details are recorded accurately on the system.
• Prepare Terms of Engagement and ensure all compliance documentation is on file in advance of property being made available.
• Produce high-quality brochures, letters, pricing schedules for residential properties.
• Liaise with marketing and the team on marketing collateral requirements.
• Collaborating with the sales team to gather property information, images, and relevant details for inclusion in marketing materials.
• Ensuring all documents are consistent with the company’s branding and marketing strategies.
• Boards – Oversee all board orders, ensuring that everything recorded on the system.
• Liaise with Agent to order photos & download to the relevant property file on the system
• Update all window displays & ensure LCD screens are kept updated.
• Ensure all charges relating to a property have been correctly inputted on the system i.e. photographer, advertising, brochure, boards etc.
• Request invoices, balancing/transfer accounts & deposit refunds.
• Review Debtors overspend report from accounts on a monthly basis & provide feedback.
• Review Invoices that have been issued by accounts & liaise with Negotiator for approval.
• Liaise with the Accounts Department to ensure the correct allocation of pre-paid advertising on property files and ensure all buyer deposits are accurately processed.
• Process credit card payments through Sage Pay.
• Monitor and manage petty cash & submit receipts to Accounts on a Monthly basis.
• Support the branch in preparation for Saturday viewings i.e. Print Diary, prepare brochures, keys/ alarm codes etc for Part time viewers.
• Maintaining a professional demeanour while answering phone calls, representing the company positively and fostering a welcoming environment for callers.
• Gathering relevant information from callers and walk-in clients to facilitate efficient service and support, ensuring all inquiries are logged accurately.
• Adhere to Company Policies & Procedures.

Requirements

• Proven experience in a customer facing Administration role (at least 2 years).
• Proficient in Microsoft Office.
• Strong attention to detail and a keen eye for aesthetics and visual composition.
• Excellent communication and interpersonal skills.
• Ability to work independently and prioritise in a busy work environment.