Position Purpose To oversee and manage property campaigns from listing through to settlement, ensuring compliance, accuracy, quality control, and timely communication across all stakeholders.
Key Responsibilities
Listing Management
- Book auction, photography, and videography
- Issue calendar invitations to agents and copywriters
- Distribute campaign timeline to vendors and auctioneer
- Send Campaign Agent application details to vendors – Cross check SAA and Agent Box and check it is correct
- Serve notice to tenants where applicable
- Email campaign timeline to tenants
Marketing & Campaign Execution
- Review property photography and request edits if required
- Receive signboard & brochure materials from Sales Administrator and send marketing proofs to vendors and manage revisions
- Proofread copywriting
- Prepare blank contract
- Review window cards, property details, and QR codes
- Approve marketing materials prior to launch
- Conduct final quality check of listing details before going live
- Review and check Form 1 documentation
Contract & Sales Administration
- Update Agentbox (AB) to Unconditional and Sold in line with contract terms
- Review listing text and photos post-contract
- Prepare story sheet
- Check marketing fees for accuracy
- Verify commission and ensure any variations are signed
- Send contract-related communications to all parties
- Ensure all documentation is saved and filed correctly
- Monitor and confirm settlement
Ad Hoc & Compliance Duties
- Process SAA variations
- Process contract variations
- Monitor expiring and expired listings
- Review OFI (Open for Inspection) property lists
- Manage Jordan’s GreatForms documentation
- Check and review invoices
Role Scope & Impact
This position plays a critical role in ensuring:
- Qualified vendor experience
- Accurate financial management
- Compliance with contractual and legislative requirements
- Smooth campaign delivery from listing to settlement
- Continuous improvement of internal administrative systems
- Implement more efficient and streamlined campaign and contract processing systems
- Introduce clearer financial recording processes to improve accuracy and accountability
- Strengthen compliance checks across marketing fees and commission structures
- Identify workflow improvements within the sales administration function
Hard No’s
- WhatsApp Groups
- Styling quotes or organising removals
- Keys
- Open times
- Flagging all marketing cost or discrepecies (including auctioneer or admin fee) to Operations. Also, if there is no payment until settlement requires management approval
Changes
Change the email template to 4pm Wednesday for marketing approvals
Monday
- Reschedule booking form for photos and video (who do we charge fees to, do SMC need to re send campaign timeline)
- Subsequent/variation actioning form
- Auction booking/reschedulling form