Personal Assistant

Aden Xu

PROFESSIONAL REAL ESTATE SALES TEAM

BRANCHNO.1!NORTHSHORE NO.2! NATIONAL NO.6!

Employer: This position is with a licensed real estate agent who is contracted under the Barfoot & Thompson network. The successful candidate will work closely with the agent to support the delivery of Barfoot & Thompson’s professional property services across the Auckland region.

Job Purpose:

To provide comprehensive administrative and organisational support to senior executives or sales managers at Barfoot & Thompson, ensuring seamless coordination of operations across residential, rental, commercial, and body corporate real estate services.

Key Tasks and Responsibilities:

• Team Support & Coordination

Ø Liaise with team members, property managers, marketing staff, and external stakeholders to support the daily operations of the sales and rental team.

Ø Coordinate team meetings, client appointments, property inspections, and internal communications.

• Document & Report Preparation

Ø Prepare listing documents, contracts, appraisals, vendor/buyer correspondence, and weekly performance summaries.

Ø Draft and format property flyers, marketing briefs, and team updates

• File & Record Management

Ø Maintain organized records of sales listings, tenancy agreements, marketing materials, and other confidential documents.

Ø Ensure compliance with company protocols for digital and physical filing systems.

• Diary Management & Scheduling

Ø Manage shared team calendars including open homes, auctions, and client consultations.

Ø Assist with coordinating professional development and internal training bookings.

• Reception & Communication

Ø Answer calls and emails on behalf of the team, screen inquiries, and ensure prompt follow-up or delegation.

Ø Maintain positive client communication and uphold company brand values.

• Mail, Filing & Data Entry

Ø Process incoming and outgoing correspondence and assist with CRM data entry, listing updates, and sales pipeline tracking.

Ø File documentation accurately and securely.

• Meeting Support & Minutes

Ø Attend internal team meetings and take minutes or action points when required.

Ø Assist with preparing agendas, follow-ups, and summary notes.

• Occasional Supervision of Office Processes

Ø Assist in guiding part-time admin staff or temporary office support (if applicable) to ensure continuity in administrative duties during peak periods.

Skills and Qualifications:

Proven experience in administrative or executive support roles, ideally within the real estate, legal, or property services sector.

Candidates must hold at least a New Zealand Diploma (Level 6 or above) in business administration or a related field, or have a minimum of two years’ relevant work experience in a similar role. Equivalent overseas qualifications and experience will also be taken into consideration.

Excellent organisational and time management skills.

Proficiency in Microsoft Office Suite and CRM platforms.

Strong verbal and written communication skills.

Ability to manage confidential information with discretion.

Employment Type: Full-time, Permanent (at least 30 hours/week)