Operations Executive at Alan & Grant

Job Summary

• The Operations Executive will play a pivotal role in supporting the smooth execution of client service operations within the real estate sector.
• This role requires strong organizational skills, attention to detail, and the ability to manage client documentation, financial reconciliations, and property allocations.
• The ideal candidate will act as a bridge between internal teams, clients, and external stakeholders, ensuring operational excellence and client satisfaction.

Key Responsibilities
Client & Transaction Management:

• Handle client inquiries (walk-ins, calls, and emails) with professionalism and efficiency.
• Manage, track, and process client refunds in line with company policies.
• Support clients through the survey production, issuance, and signing process.

Documentation & Compliance:

• Prepare, review, and file provisional surveys, deeds of assignment, and related legal documents.
• Maintain accurate filing systems for all correspondences, contracts, and investment documents.
• Ensure compliance with company policies, real estate regulations, and legal requirements.

Operations & Coordination:

• Oversee physical property allocation and setting out with relevant stakeholders.
• Track the status of investments and provide periodic updates to management.
• Coordinate with internal teams (Legal, Finance, Customer Service) for seamless operations.

Financial & Reporting:

• Perform account reconciliation for client payments and investment accounts.
• Generate regular reports on refunds, allocations, and client transactions.
• Support audit processes by providing accurate and timely documentation.

General Support:

• Represent the company at client service touchpoints and events when required.
• Assist with special projects and any other tasks assigned by the Head of Operations.

Requirements

• Bachelor’s degree (B.Sc. or B.A.) in Business Administration, Estate Management, or any related field.
• Minimum of 4 years’ experience in operations, client services, or administrative roles, preferably in real estate or property development.
• Strong knowledge of real estate documentation processes (surveys, deeds, allocations).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and basic CRM tools.
• Excellent organizational and multitasking abilities.
• Strong communication, interpersonal, and client relationship management skills.
• High level of integrity, professionalism, and attention to detail.