Tink Recruitment Hiring for Trust Administrator Job at Newcastle Full Time

• Current Certificate of Registration or License with NSW Fair Trading
• Real Estate experience
• Trust Accounting experience

RESPONSIBILITY – COMPANY

Work within Company Policies and Procedures to:

• To maintain a corporate and professional level of dress at all times.
• Behave politely and courteously when dealing with every Client and Customer and staff.
• To operate honestly and ethically within the bounds of the Property, Stock, and Business Agents Act.
• Attend to all daily, weekly, monthly, quarterly, and yearly office duties as required.
• Attend Division meetings, weekly or as advised.
• Attend all training sessions as directed by the Manager or Licensee.
• Attend work functions, reflecting the team spirit, as requested by management unless genuine reason not to
• Office Policies, Procedures, and checklists are followed and completed at all times.
• The Acts are followed, including Residential Tenancies Act, Privacy Act, Property, Stock and Business Agents Act, AntiDiscrimination, Workplace Health and Safety, and any other future or relevant Acts or Regulations.
• Retain a current NSW Drivers Licence and Real Estate Certificate at all times.
• To follow the Key Performance Indicators (KPI’s) as set down in this job description

RESPONSIBILITY – SYSTEMS

• To assist in the completion of daily, weekly, and monthly duties
• Ensure effective development, implementation, and maintenance of systems or projects as required.
• Continually update Property Tree; File Smart; Inspection Manager and any other systems used within the business.
• Ensure familiarisation with procedures, systems, standard forms, and letters.
• Ensure checklists, letters, forms, and systems are being used correctly.
• Upgrade and implement the processes of rental management software as applicable to the office

RESPONSIBILITY – TECHNOLOGY

• Utilise the use of Property Tree emails for providing information to Landlords, Tenants, tradespeople, etc, where possible.
• Utilise the R P Data information to its full potential.
• Assist in the monitoring of statistical data to determine trends, strengths, weaknesses, and areas of improvement (eg monthly

and year-end reports, referrals from past Clients, market share, vacancy rates, days on market, arrears rates, etc).

RESPONSIBILITY – CLIENT/CUSTOMER SERVICE MANAGEMENT

• Maintain a high level of service for all Clients/Customers.
• Ensure that complaints are reported, recorded, and acted upon immediately to reach a satisfactory resolution

RESPONSIBILITY – CLIENT SERVICE

• Take, or respond promptly to, all phone calls from clients and respond to their concerns instructed within 2 business hours.
• Keep tenants and landlords up to date with information via newsletters or information updates.

RESPONSIBILITY – CUSTOMER SERVICE TO CURRENT TENANTS

• Provide ledger reports to tenants as requested regarding rent or invoice payments or arrears
• Take, or respond promptly to, all phone calls from Tenants and respond to their concerns.
• Communicate with outgoing Tenants about the vacate inspection and Bond refund promptly.
• Maintain control over late payment of rent in accordance with office procedures always ensuring that legal requirements

concerning Notices are served in accordance with the Residential Tenancies Act and only exceptions are when instructed by
Client in writing.

RESPONSIBILITY – COMMUNICATION

• Ensure that all matters of relevance are discussed with the Licensee/Manager.
• Discuss current issues such as vacating Tenants, maintenance outstanding, rent arrears status, Tenancy Agreement Renewals

% Periodic and Fixed Term, complaints received, and status and actions to be taken in the upcoming week.

• Follow up and complete actioned items.
• Communicate regularly with the Sales Department and the Business Development Manager on accounting matters if required.
• Enter details to Property Tree and Airtable of all communications and activities

RESPONSIBILITY – REPORTS

• Tenancy Agreement Renewals % Fixed Term / Periodic
• Tenancy Agreement Renewals % rental increases
• Average days on market and % of rent increased for relets
• Rent arrears 5% to 8 days, 2% and over

RESPONSIBILITY – ACCOUNTABILITY

• Attend weekly meetings and other meetings as arranged.
• Participate in ongoing performance reviews.
• Be involved in the setting of targets and timelines individually and as part of a team.
• Seek and analyze monthly division statistics and provide them to management.

RESPONSIBILITY – KEY PERFORMANCE INDICATORS

• All operating procedures are followed and updated to ensure currency
• Daily, mid-month, end of the month, and annual Trust duties are carried to 100% accuracy
• The Acts are followed, including Residential Tenancies, Privacy, Property, Stock and Business Agents, Anti-Discrimination and

any other future or relevant Acts

• Minimum rent arrears through daily monitoring and follow up
• Established Customer service standards maintained
• Banking duties including daily reconciliations, uploads, and disbursements are done prior to midday
• All creditor invoices are processed within 48 hours of receipt and done prior to the end of the month each month
• End of Months reports are printed and kept for internal and external audit purposes and signed by Licensee In Charge

MEASUREMENT

• Monthly and Weekly division reports
• Rent arrears reports and graphs
• Customer service surveys
• Report from Business Owner / Manager
• Report from self-performance evaluations

TEAM PLACEMENT

• Proactive support of other team members in both the Property Management and Finance Divisions and the goals of the office.
• Prompt referrals or opportunities for new business, if given, to the appropriate division contact.
• Proactive initiative with ideas for improving systems and division, in general, are welcome and encouraged in consultation with

Management Team.

• Proactive in providing ‘6-star’ Customer service, with Customers

PERSONAL ATTRIBUTES

QUALITIES

• Highly organized
• Able to demonstrate initiative and be proactive
• Excellent attention to detail
• Exceptional people skills & Customer service focus
• Excellent dispute resolution skills
• Excellent accounting skills
• Word processing and email skills
• Ability to work unsupervised
• Strong skills in written and verbal communication skills
• Sense of urgency
• Prepared to go the extra mile

SKILLS, KNOWLEDGE & EXPERIENCE

• Experience in Residential Property Management Trust Accounting
• Financial or Accounts experience
• Accuracy in administration skills
• Residential Tenancies Act
• Anti-discrimination Act
• Property, Stock and Business Agents Act
• Privacy Act
• Other related Legislation

REVIEW AND APPRAISAL

• Formal appraisal – every 12 months with Key Performance Indicators
• Informal appraisals from time to time which assists with development, performance, and feedback
• Reviews are used for development

RESPONSIBILITY – FINANCE DIVISION – OTHER

Sales Trust Administrator Support

• Assisting in the covering of leaves for the Sales Trust duties and supporting in heavy workload periods
• Use the EFTPOS facility to receipt deposits and vendor paid advertising

Accounts Associate Support

• Bank Reconciliations
• Managing aged debtors and outstanding invoices
• Creditor Input
• Cashflow Analysis
• Payroll
• Sales Settlement Reporting for Franchise
• Agent Commissions and Expenses
• Agent KPI’s
• NNP Reporting and Invoicing
• End of Month Accounting Reconciliations
• Other Accounting duties as advised by Financial Controller

How to Apply
For a confidential conversation please call Aimee Tink on 0422 300 452 and send your CV to [email protected]