Position Purpose To manage the end-to-end listing and campaign process, ensuring compliance, accurate data entry, timely marketing coordination, and smooth property launches across all platforms. This role supports the sales marketing team to deliver skilled and compliant property campaigns.
Key Responsibilities
Listing Administration
Sales Agency Agreement (SAA) Management
- Download SAA from GreatForms
- Verify vendor names, signatures, and title attachment
- Enter key details into Agentbox (AB):
- Agreement period (start and expiry)
- Listing price
- Commission
- Vendors contact details
- Method of sale
- Verify REA marketing fees against REA pricing tool (flag discrepancies to Sales Marketing Coordinator)
- Create property folder in OneDrive (upload CMA & SAA)
- Update Monday.com (CMA uploaded & agency expiry date)
- Notify Sales Marketing Coordinator once listing setup is complete via Teams
- Send welcome email to vendors upon listing (via agent box)
Form 1 & Compliance Management
- Monitor properties launching within 3 weeks
- Confirm via SAA who is responsible for Form 1 payment
- Order Form 1 (GreatForms or via conveyancer if applicable)
- Do not order until campaign agent is confirmed (flag with Sales Marketing Coordinator if needed)
- Upon receipt of searches, update AB:
- Council rates
- Water rates
- ESL
- Admin/Sinking fund (if applicable)
- Confirm correct agent details in Form 1 (Item 4):
- Crawford Doran Pty Ltd trading as Crawford Doran
- 77 Palmer Place, North Adelaide SA 5006
- Save Title and signed Form 1 in AB and OneDrive
- Update Monday accordingly
Marketing & Campaign Coordination
Façade Photography
- Order façade shot (if required for Coming Soon portal)
- Charge agent in advenda if second shot ordered
- Update Monday
- Send calendar invites to relevant team members (as per listing protocol)
Marketing Proofs
- Build and coordinate marketing materials (signboard, brochure) and send to sales marketing coordinator
QR Codes & Links
- Download QR code from GreatForms
- Save to OneDrive
- Send to Fotobase for printing
- Add QR link and shortened link into AB
Photography & Floorplans
- Send photo link to copywriter (check calendar for allocation)
- Forward to agents
- Download and save web & print versions in OneDrive
- Upload:
- JPG floorplan to AB (update features tab)
- Web images to AB (arranged correctly)
- PDF floorplan to Advenda
- Update Monday (photos saved & sent)
- Coordinate edit requests with Clique if required
Video Management
- Download and review video (address, agent order, font accuracy)
- Upload to YouTube with full description
- Save link in AB and file in OneDrive
- Update Monday status
- Return to Clique if corrections required (CC Marketing)
Copywriting
- Update Monday when received
- Forward for internal proofing and vendor approval
- Save approved copy in OneDrive
- Prepare window card once approved
Rental Assessments
- Send property list to Vincent for rental estimates
- Update template with price range
- Save PDF to OneDrive, AB and GreatForms
Recent Sales Reports
- Generate report via RP Data
- Filter:
- Property category
- Minimum $100,000
- Last 12 months
- Save to OneDrive, AB and GreatForms
Marketing Material Orders
- Review marketing package in SAA:
- Brochure
- Signboard
- Just Listed DL
- Activate Advenda in AB
- Update all marketing details:
- QR link
- Address
- Title details
- Volume & Folio
- Land/building size
- Bed/Bath/Car
- Council & zoning info
- Year built
- Draft window card post-copy approval
- Draft signboard & brochure and just listed DLs if required
Property Launch
On launch day
- Review AB listing details:
- Display price (Auction / Best Offer By)
- Headline & body text
- YouTube link placement
- Map marker position
- Change status to Available & tick all portals
- Verify property is live on REA
- Send “Live” email to vendor (email template + link)
- Update Monday:
- Live email sent
- Move record to “Online” group
Letters & Campaign Printing
- Prepare Just Listed and Auction letters
- Update templates with relevant dates and property details
- Coordinate printing via Administration Assistant
Subsequent SAA Management or Variations
- Download and verify signatures
- Update agreement period and expiry in AB & Monday
- Check with Sales Marketing Coordinator if updates are required in Agent Box
- Save in AB and OneDrive
- Flag listing price changes to Laura
Variations or Subsequent Agency Agreements
- Update AB and notify once complete
- Save in AB and OneDrive
Withdrawn Process
- Changed Method of Sale (eg. Auction doesn’t sell)
- Sold off market process
- Digital Styling Process
Under Contract
- Process contracts in Agentbox - 9:30am – 10am daily.
- Enter contract details in Monday
- Save documents to AB and drive
- Add offer in AB
- Cross check
- Email to Performance property / open agent (only as per dropdown).
- Settlement and Condition calendar invites (1st & 2nd agent, business manager, coordinator and admin manager