Receptionist & Administrative Assistant

**ANNEXURE 1: SCOPE OF WORK

Position: Receptionist & Administrative Assistant

The Receptionist & Administrative Assistant is responsible for managing front-desk activities and providing general administrative support to ensure the smooth and efficient day-to-day operation of the office.

1. Reception & Office Administration

* Welcome clients, visitors, and business partners and direct them appropriately.

* Answer and manage incoming calls, emails, and general correspondence.

* Manage meeting schedules, appointments, and meeting room arrangements.

* Maintain office files, records, databases, and general documentation.

* Monitor office supplies and coordinate procurement when required.

* Support the general organization and daily operation of the office.

2. Sales & Leasing Administrative Support

* Provide administrative support to the sales and leasing teams.

* Assist with the preparation of MOUs, SPAs, lease agreements, reservation forms, and other transaction-related documents.

* Maintain accurate and updated client, property, and transaction information in the CRM system.

* Distribute incoming leads to the appropriate agents and maintain related records.

* Assist agents with client follow-ups, documentation, and coordination as required.

* Maintain organized sales, leasing, and transaction files.

3. Client & Developer Coordination

* Respond to general client inquiries and provide appropriate assistance.

* Coordinate meetings, appointments, and training sessions with clients, agents, and developers.

* Liaise with clients, developers, landlords, and other stakeholders regarding documentation and administrative requirements.

* Maintain professional and courteous communication with all clients and business partners.

4. Accounts & General Support

* Assist with the preparation and processing of invoices, purchase orders, and payment-related documentation.

* Maintain basic records of commissions, payments, and receivables as required.

* Coordinate with the accountant regarding invoicing, payments, and supporting documentation.

* Provide general administrative support to management and other team members when required.

5. General Responsibilities

* Maintain confidentiality of company, employee, client, and transaction information.

* Maintain a professional appearance and ensure the reception and office areas are presentable and organized.

* Perform other reasonable receptionist and administrative duties assigned by management in accordance with business requirements.**