The Contract Specialist plays a key role in providing administrative and agent support for all agents. The appointed person will be working under instruction but the ability to be self-motivated, use initiative and work independently is essential. They must familiarise themselves with the company's strategic goals and aspirations to ensure that targets and goals are met. Qualities such as management skills and business acumen will be an advantage as the incumbent should show a level of responsibility which will enable her to run the office in the manager's absence.
Duties and Responsibilities / Core Tasks:
- Primary point of contact for clients visiting and phoning the office.
- Dealing with telephone and email enquiries.
- Accurately relaying messages to Management and Agents timeously and ensure all messages has been communicated to parties by the end of the day.
- Processing emails, scanning and copying and distribution of same.
- Giving basic support and advice to customers, over the phone and face-to-face.
- Maintain appropriate interpersonal relationships with agents, employees, peers and clients.
- Welcome visitors and guests and direct appropriately.
- Ensures that he/she is familiar with the telephone systems, office automation and IT networks/processes to deal with issues and problems.
Contracts – OTPs:
- Vetting and approval of OTP and supporting documents and sign off on all new deals
- Ensure that all deals are converted, drive pending deals to concluded.
- Compliance: Ensuring all contracts comply with relevant legal requirements and company policies.
- Vendor management: Overseeing relationships with the agent, buyer, seller, service providers, transfer and bond attorneys.
- Administration: Managing contract changes, amendments, and extensions, and maintaining accurate contract records and documentation.
- Risk management: Identifying and mitigating risks associated with contracts.
- Financial oversight: Overseeing commission breakdowns and providing commission forecast reports related to contractual “OTP” commitments
- Scans documents for uploading and emailing purposes.
- Preparation of commission calculations and vouchers for approval and upload to the deal.
- Upload the deal packs, FICA, POPI AND KYC
- Issue instructions on Prop control / attorney emails
- Weekly updates and follow up on Lexis tracker on all pipeline deals and must be recorded on Prop Control
- Preparation of all commission calculations and vouchers for all new deals
- Submitting to finance of all commission vouchers.
- Submitting of FIC reporting on all new cash threshold deals (FIC compliance officer National)
- Weekly follow up on suspensive conditions with service providers and bond feedback.
- Congratulations letters to buyer/seller to be sent with copy of OTP and email client or ensures agent delivers if no email address is available.
- Bridging finance approvals as per SOP and company policy
- Update and request information on Referrals / Shared deals
- Maintain standard operating procedures for all cancelled deals.
General Duties
- Maintain and draw up weekly and monthly reports
- Preparation for weekly conveyancing meetings
- Contract training - National
- Congratulations on all new sales – Agents
- Quarterly Status updates to all agents National
- Updating new statuses on the communication list
Work Ethic:
- Enhances a harmonious working environment in the office by displaying a commitment to teamwork and having a positive attitude towards management, co-workers and clients
- Continuously displaying a willingness to help with tasks that fall outside the scope of the employee’s job description
- Adherence to all Codes of Conduct & Act in a professional manner at all times.
Requirements:
- Office Base position
- Reliable vehicle
- Cell phone
- Valid FFC
Remuneration:
- Competitive package of R22 000 – R25,000 per month, with additional performance incentives
- Registrations Incentive breakdown will be as follows:
- Achieved 20 million: R2000
- Achieved 30 million: R3000
- Achieved 40 million: R4000
- Achieved 50 million: R5000
- The incentive will be paid at the end of the following month
Send CV To: [email protected]
Pay: R20 000,00 - R25 000,00 per month
Work Location: In person
