Secretary/Admin

Job Summary:

The role is for Sotheby's International Realty in Turkiye. 

The Administrator plays a vital role in supporting daily operations and ensuring smooth communication across clients, agents, and international offices. This multifaceted position
involves administrative coordination, communication handling, database and listing management, marketing assistance, and internal reporting.

Key Responsibilities:
1. Phone and Communication Management
• Receive and manage incoming calls and messages via office phones and WhatsApp.
• Direct potential client inquiries to the appropriate sales agents.

2. Meeting & Viewing Coordination
• Assist in scheduling and organizing property viewings and internal/external meetings.

3. Global Referral Coordination
• Manage incoming referrals from the SIR Global Referrals System and direct sources.
• Communicate with SIR headquarters regarding referral leads.
• Contact referred clients to gather key information and property visuals prior to assignment to agents.

4. Client and Agent Liaison
• Act as the communication bridge between clients and agents.
• Coordinate with international offices and local suppliers/vendors for operational needs.

5. Database Management
• Maintain and organize accurate records of clients, leads, and property data.

6. Marketing and Design Support
• Create and distribute newsletters using SIR’s Design Vault.
• Design digital property pamphlets for specific listings as needed.

7. Cold Calling
• Conduct outreach using the pre-defined call data spreadsheet to generate leads.

8. Listing Management
• Manage property listings including drafting, uploading, and editing descriptive content.
• Liaise with the marketing team to deliver materials for developments.
• Translate English property descriptions to Turkish when required.

9. Property and Project Viewings
• Support the team during property and project site visits.

10. General Administrative Duties
• Assist in document preparation, contract editing, and general office administrative tasks.
• Ensure the office is clean, well-maintained, and organized.

11. Reporting
• Submit weekly sales reports.
• Share daily or bi-weekly property availability lists.
• Compile and deliver monthly sales transaction reports.

12. Internal and Financial Coordination
• Liaise with Legal Consultancy and BDO Financial Services in Türkiye.
• Support coordination with Al Fardan Group’s Head Office in Qatar.
• Assist with internal financial reporting and related documentation.

• Proven experience in administration or office coordination (real estate experience preferred).
• Excellent written and verbal communication skills in both Turkish and English.
• Strong organizational skills with attention to detail.
• Proficiency in Microsoft Office and digital design tools.
• Ability to work independently and handle confidential information.
• Friendly, professional, and service-oriented demeanor.