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How does your usual day look?
For an administrator, I am lucky to have such a versatile role where every day can be completely different. I cover leasing, management and sales items from arrears, listings, marketing, social media all the way to exchanges.
Being the main administrator for our office I then also cover the daily operations ensuring staff have all they need to create competition from creating and updating policies and procedures, providing training for new and existing staff as well as assisting with recruitment for administrators across both our commercial and residential offices.
How did you start your career in commercial real estate and administration?
I finished my HSC exams in Port Macquarie on a Tuesday and by the Wednesday I had followed my older sister into real estate part-time, whilst nannying for an agency in Double Bay. Over the last 12 years, I found a genuine joy for administration (just like my sister) so rather than becoming an agent I made it my mission to learn as many roles as possible. From reception to sales support, marketing, sales coordinator and now operations, quality admin has always been my passion. When Anthony and Phillip wanted to expand their commercial division to open a brand new space, I jumped on board to try something new and grow within a company I already knew and loved.
What do you enjoy most about being at Ray White Commercial? What makes Ray White Commercial different?
I feel Ray White has always provided value and training sessions to all staff, including administrators, not just the property managers and sales staff. Over the past few months, the training and constant communication from Dan White and the corporate team has been second to none. Knowing that almost every morning I had an update with legislation, scripts and marketing guidelines to provide my team and their clients was by far the most efficient and impressive use of communication from “the top” I have ever experienced. The updates ensured I had all the material to get staff working from home, signage for the agents to utilise at inspections and social media content to ensure the public that we were still here for them in this difficult time.
Tell me about one of the most efficient processes you use to keep your office running?
Working with administration staff across two offices, which includes both full time and part-time employees, can be a real nightmare for clear communication and prioritising. It sounds really simple but Google Tasks has been an absolute blessing. Ensuring our tasks are always front of mind and being able to move them up or down in accordance with changing priorities throughout the day/week has enabled a more cohesive group effort across both offices. It is especially helpful when multiple part-timers are covering the one email to ensure tasks don’t get lost in cyberspace, not to mention as we move to a more paperless industry, our Gmail hub is truly becoming a one-stop shop!
What’s the one thing you know now, that you wish you knew when you first started out?
That we are not alone so don’t be afraid to ask for help. There are amazing administrators across the group all wanting and willing to do better. Reach out! The recent Workplace Forum has really collated our questions, development ideas and wins to remind us, we are in this together. From receiving a beautiful home care pack from Shayna Kirk at the Northern Corridor Group in QLD to sending a checklist to Mandy Quinn at Sydney City Fringe the comradery and energy is boundless and extremely motivating to be able to help my team with great ideas coming from others in the group that I would never have thought to be able to access.
How do you feel the role of administrators will change in the future?
To be honest I feel that many agents are relying heavily on virtual assistants. I see the benefit for time consuming tasks like database management and reporting etc. however I feel that people still want to deal with someone they can visit should they need. Current feedback from clients when they come into the office to sign agreements and leases is that it is so lovely to meet the “keyboard whizz” behind the scenes. Our office feels that these extra touchpoints are crucial to building long lasting relationships with our clients.
CONTACT
Email: tamara.shakespeare@raywhite.com
Phone: 02 9101 8006
