Lead & Listing - Admin

Overview

• ***Job Purpose***
• The Lead and Listing Officer / Admin is responsible for supporting the sales, marketing, and
• operations functions through lead management, listing administration, reporting support, and
• coordination of related administrative activities.
• The role ensures that leads, listings,
• developer documentation, and supporting records are handled accurately, on time, and in an
• organized manner using company systems and Agile ways of working.
• ***Key Responsibilities***
• ***Lead Management***
• Receive, review, organize, and update incoming leads from different channels.
• Record and maintain lead data accurately in Bitrix24.
• Assign or route leads to agents or relevant team members based on management direction.
• Monitor lead status, follow up internally for timely updates, and ensure data is properly maintained in the system.
• Prepare lead tracking reports and support management with visibility on lead flow, response, and progress.
• ***Listing Management***
• Create, upload, update, and maintain property listings across portals, the website, and internal systems.
• Ensure listing information including descriptions, prices, photos, locations, and availability is accurate and up to date.
• Coordinate with agents to collect required listing details, approvals, and supporting documents.
• Monitor listing quality and remove, correct, or update expired, incorrect, or duplicate listings.
• Ensure listings are aligned with company standards, portal requirements, and internal approval processes.
• ***CRM and System Administration***
• Use Bitrix24 to manage lead records, task coordination, activity tracking, and internal follow-up.
• Maintain accurate and organized records within Bitrix24 for leads, listings, communications, and assigned tasks.
• Support the team in keeping workflows, task updates, and statuses properly maintained in the system.
• Assist in improving coordination and visibility through structured use of Bitrix24 tools and trackers.
• ***Scrum and Team Coordination***
• Work in line with Scrum and Agile working principles by maintaining clear task tracking, follow-up, and visibility on priorities.
• Support the team in updating assigned tasks, action items, and progress in coordination with management.
• Help organize and maintain structured follow-up on ongoing activities, ensuring that ideas, tasks, and operational actions are properly tracked and delivered accordingly.
• Contribute to a culture of transparency, accountability, and continuous follow- through.
• ***Market Reports and Research Support***
• Prepare and support weekly or periodic market reports for management and agents.
• Use tools such as Reidin or similar market intelligence applications to gather property market data, trends, pricing insights, and transaction information.
• Coordinate the preparation of simple market snapshots, comparisons, and summaries to support agent awareness and business decisions.
• Ensure market reports are clear, accurate, and shared on time. Developer Agreements and Documentation
• Maintain records of developer agreements, registration documents, requirements, and related correspondence.
• Follow up on documentation needed for developer registration, renewals, updates, and internal filing.
• Coordinate with operations and management to ensure developer-related files are complete, organized, and accessible.
• Track the status of agreements, approvals, and related requirements in a structured manner.
• ***Administrative Coordination***
• Support day-to-day administrative work related to leads, listings, reports, and developer documentation.
• Maintain proper filing of property, lead, and developer-related records in digital folders and internal systems.
• Coordinate with sales, marketing, and operations teams regarding listing readiness, campaigns, and documentation needs.
• Assist management with trackers, summaries, and operational follow-up where needed.
• ***Data Accuracy and Compliance***
• Ensure all data entered in Bitrix24, portals, trackers, and internal files is accurate and updated on time.
• Maintain confidentiality of company, client, and developer information.
• Follow company procedures, approval requirements, and documentation standards.
• Support compliance with internal processes and platform requirements.
• ***Qualifications and Experience***
• Experience in real estate administration, listing management, sales support, CRM coordination, or a similar role.
• Practical experience with Bitrix24 or similar CRM systems.
• Familiarity with property portals, listing processes, and administrative coordination.
• Good knowledge of Microsoft Excel and general office tools.
• Experience in handling developer documentation and agreements is an advantage.
• ***Skills and Competencies***
• Strong organizational and administrative skills.
• High attention to detail and accuracy.
• Good communication and follow-up skills.
• Ability to manage multiple tasks in a fast-paced environment.
• Structured and disciplined approach to task tracking and coordination.
• Ability to work with transparency and accountability in line with Agile and Scrum-based team practices.
• ***Key Objective of the Role***
• To ensure accurate, organized, and timely handling of leads, listings, market reporting,
• Bitrix24 updates, developer agreements, and related administrative coordination in support of
• smooth sales and operational performance.

Job Type: Full-time