Sales Administration Associate Support by Ray White Goulburn

Sales Administration Associate Support Ray White Goulburn

Lets get acquainted. Our people are our greatest investment. Ray White Goulburn has been servicing the Real Estate and property needs of Goulburn and the Southern Tablelands for over 30 years. The foundations that the business was built on are the same principles that we invest in today. There is no finish line, our active curiosity towards the future provides us with the challenge to innovate and improve. We lead the market, by offering a seamless experience for both vendor and purchaser. We are committed to investing in a team that strives for excellence and that embraces the learning opportunities that come with the strength of Australia’s no 1 selling brand. We are proud to welcome you to our team!

The purpose of this booklet is to provide a comprehensive onboarding experience that prepares you for your journey.

1. Overview of your role

2. Workflow charts

3. Renumeration

4. Corporate Training

5. Operating Platforms associate with your

role

Last Updated:3/8/2023

Overview of your role RWG Admin Support/Admin Associate/Prospector are an integral part of the sales process, each position focusing on a crucial element of the listing and selling of properties. The systems and processes we use to support the sales journey have been developed in accordance with our obligation under the Property and Stock agent ACT and the best business practices developed by our agency. Our processes are critical in developing trust and extending excellent customer service. Our client’s experience is what they will remember in years to come when selecting an agent.

Onboarding We are committed to ensuring that you reach your full potential and your individual career aspirations. The Agency Sales Admin support, Admin Associate, Selling Associate and prospector all provide you with the springboard to your ongoing future success. Depending on your goals and career aspirations the Agency Sales Admin support, Admin Associate, Selling Associate and prospector will help you develop the skills that are fundamental to the sales Process. We know from experience that it is imperative that you are not only competent in performing the tasks associated with this role, but you exceed in meeting the needs of your clients whilst performing these duties before progressing to the next stage. After meeting the competency of your position you could be provided with the opportunity to move into the next role associated with your career goals. The prospector - the art of communication, this is fundamental to becoming an Admin Assoc, Selling Assoc and ultimately a lead selling agent. We know that to enjoy a lasting career in the sales environment that you need to master the art of prospecting. RWG Admin provides you full exposure to the sales process and the skills required to meet the legal competence of the Property and Stock Agents Act. Admin Associate, provides you with the opportunity to refine your skills and build best business practices whilst supporting your lead agent to grow the breadth and width of their business. Selling Associate provides you the opportunity to sharpen the skill of negotiation. The opportunity to become an expert in any one of these roles or take the well planned next step in becoming a successful selling agent is in your hands. Definitions:

Ray White Goulburn Administration Support

Performs administrative tasks associated with the sales process. RWG Admin support also facilitates all settlements for the Ray White Goulburn Team. RWG Admin Support is a central point that enforces compliance for the agency.

Admin Associate

Employed by a lead agent to perform the administrative tasks associated with the sales process. Depending on the requirements of the Lead Agent you may get the opportunity to perform Selling Associate tasks.

Selling Associate

You are undertaking components of the admin role, however depending on the needs of your lead agent will work with buyers and sellers. In most cases you will work with buyers.

Pod

A team or individual engaged to support a lead agent to administer different aspects of the client’s sales journey.

Prospector

A team member engaged to prospect for new leads.

Prospecting

A team member engaged to build and nurture relationships with the view to obtaining appraisals to list and sell properties.

Etiquette in the workplace Respect for other Agents: If a walk-in lead is already working with another agent, respect that relationship and avoid poaching clients. Instead, provide the lead with general information and encourage them to discuss any specific concerns or questions with their current agent. Walk in leads: that do not have a prior relationship will be allocated to the next in line. the agency holds 20% of the split for providing the lead. Please note that it is at the discretion of the principal if he chooses to award a walk appraisal to a specific agent as opposed to the next in line. It is also a requirement that 2 agents attend. Buyers: are not owned by anyone, if a buyer is introduced through an open home, or any other marketing partners you cannot claim them as your lead. They have been introduced to the property by an extensive marketing campaign and brand recognition.

Database: Ray White Goulburn has a database of over 16,000 contacts, it is important to us that the data that we collect and enter into Vaultre is complete and clean. We ask that all completed appraisal sheets are handed to RWG Admin who will check for compliance to our procedure. If when checking the appraisal sheets the data provided is not complete your lead will be removed as the sales agent until you provide the correct information. Database nurturing: Contacts in your lead agent database must be personally connected with in a 6 month period, if you do not connect with a contact within a six month period an agent may connect with the client with the view to forming a relationship. Please note that all notes will be reviewed to determine a connection. Therefore, it is imperative that notes are placed on a contacts file. Merging: Before connecting with any contact please ensure that a merge has been completed on the contact. Please note that if two separate agents are connected to one contact the agent with the most recent communication or longest history of communication will be considered the lead. However please ensure you run this by the Sales Manager. Open Homes: If you represent a colleague at an open home, please refer to Buyers. Telephone Bidding at auctions: If you represent a buyer on the telephone at an auction, please refer to Buyers. Team: We will go further together is the ethos of the Ray White Goulburn team. Standing together and representing our brand is important, including being present at Weekly meetings and training activities and auction days. We are major sponsors of a number of community events and we ask that you participate in these events.

Listing Workflow Start

Prospecting

Book appraisal

Comparative Sales

Listing Presentation

Check Agency Agreement is compliant

Prepare Digital folder in S Drive

Distribute Agency Agreement

Prepare Agency agreement & marketing campaign

Managing agent notified for rental properties

Prepare marketing invoice

VPA Admin: invoice vendors, ordering through & paying suppliers

Book photography, floorplan copy, property video & drones

Enter listing campaign into Vault

Ensuring council water, strata rates have been received

Prepare & send entry notices, intent to sell & photo consent

Facilitate photos being taken

Publish property to online portals

OFI's Buyer notes, vendor updates

Vendor report & admin support

Prepare new agency agreement before expiry

Negotiate Sale

Lead Agent Sales Administration / Associate 5

Marketing Workflow Start

Prepare window cards, DL flyers, brochures

Monitor campaign items as per marketing schedule

Create Just Sold DL flyers & distribute

Book Signs

Social Media

Prepare Open Home folders

Arrange Just Listed DL flyers & distribute

Ensure signboard is

Approve or request changes to marketing

installed

Arrange signboard removal

Lead Agent Sales Administration / Associate 6

Contracts Workflow Start

Request of contracts or contract prep for new listing

Prepare sale details to prepare contracts

Follow contract conditions throughout

Facilitate P&B and

Prepare sales advice or prepare contract

Email all parties involved: vendor, purchased & solicitor

or valuations

Liasing with all solicitors through to unconditional.

Ensure all details are entered into Vault

Update Vault & Trust Ledger accounts

Updating Vault all parties unconditional

Prepare for settlement

Pre settlement inspection

Hand over keys & settlement gift

Settlement confirmation, advise agent & confirm keys can be released

Arrange settlement gifts

Verify balance held for settlement and email settlement statement to all parties

Disburse funds from trust acount

Lead Agent Sales Administration / Associate 7

Settlement Workflow Start

Receipt deposit into Vault

Email trust receipt to purchaser

Confirm deposit held with solicitor

Prepare settlement funds from trust for disbursement

Prepare statement showing commission payable & balance to vendor

Call vendor to verbally confirm bank details

Email vendor requesting bank details to transfer balance of deposit

Calculate agent commission

Confirm settlement time on day prior

Email settlement statement to vendor & vendor's solicitor

Receive settlement confirmation

Prepare trust funds for dispursement

Complete settlement checklist

Advise vendors that funds have been dispersed

Sales Administration / Associate/ Office Sales Admin 8

Renumeration What is my remuneration package for the Sales Support Selling Associate? We work under the Real Estate Industry award. Depending on your previous industry experience you will commence on the award rate for your position. We are committed to providing our employees with the best training opportunities. This will commence with the completion of your Certificate of Registration and then after a qualifying period we will provide you with the opportunity to complete your Certificate IV in Real Estate Practises, Class 2 and Class 1. Lead Agents work on a debit credit system and are rewarded with a commission split. As a lead agent achieves different levels the split increases. An Elite Agent or Chairmans Elite Agent may partner with Ray White Goulburn to grow their capacity of their business by employing associates to perform varying tasks within the sales process to grow volume within the lead agent’s business. You will be provided with details of whether your role provides you with the opportunity to achieve a bonus and details of what is required to achieve the bonus. It is important that both Admin Associates and Selling Associates are aware that they are not entitled to commission splits. To prepare you for the sales environment and the debit credit systems that a lead agent operates you will be assigned KPI targets. These KPI provide you with an opportunity to receive a bonus. The KPI associated with the roles are as follows: Minimum 30 calls per day Minimum 5 booked appraisals per week Full file compliance Managing a buyer from introduction through to settlement To be eligible for the bonus system you will be required to provide your weekly call and appraisal list to evidence your calls. All checklists must be completed and will be checked for compliance. Please also note that a employee that is provided with the opportunity to receive the bonus system is not remunerated by an hourly rate for hours worked on a Saturday. The bonus system forms part thereof of the Saturday remuneration.

Bonus Structure SALESPERSON

TASK

BONUS

Admin Associate & Selling Associate

On listings actively managed

$250

Selling Associate

Actively working with buyer, negotiation through to exchange

$500

RWG Admin, Admin Associate & Selling Associate

Referral incentive family & friends not already in database

Reduced family agency rate 2.2% or 5% of agency nett commission

RWG Admin, Admin Associate & Selling Associate

Loanmarket referral

20%

Admin Associate & Selling Associate

New management

50% of first week's letting fee

How can you secure appraisals? Complete your Nurture Cloud calls every day Complete your magic 50's Talking to prospective buyers at open homes Door knocking Friends & family that own property Join sporting and community events

Networking

Training We aim to provide an inclusive and interactive training onboarding. We know that providing training is key to your success and at Ray White Goulburn we are committed to providing you with the best training our industry has to offer.

RAY WHITE GOULBURN ONBOARD Learning Principles:

Job Description, Supervision guidelines, process mapping, office orientation, task competency checklist, Peer support.

Who is it for?

All new staff

When it starts?

On commencement of employment

RAY WHITE GOULBURN PARTNER PLUS Learning Principles:

VaultRE – Navigation, Mobile App &amp; Integrations, Properties, contacts, Automation &amp; Bulk communication, Letter Actions, docusign, Acitive pipe, flikit over, Auctions live, V

Who is it for?

Associates, agents & administrative staff new to Ray White

RAY WHITE GOULBURN ACADEMY TRAINING Learning Principles:

Certificate of registration, CPD, Licensing courses

Who is it for?

All new staff

When it starts?

On commencement of employment

RAY WHITE IMMERSE Learning Principles:

Our newly created corporate induction day. Immerse, is for all new starters in all departments. There days will be run every six weeks at Ray White head office and will cover an introduction to: The power of the group, The white family and company structure, Speciality teams and corporate support Performance, property management, digital marketing, social media, public relations, customer experience, recognition and events.

Who is it for?

All new starters in all departments

When it starts?

Runs every six weeks

RAY WHITE COMPASS

Learning Principles:

Building a pipeline, prospecting, OFI & buyer management, booking appraisals, pipeline management & vendor reports

Who is it for?

Associates & Agents new to the industry

When is it?

Three intakes a year starting in February, June & October

EMERGE Learning Principles: Pipeline, Listing Presentations, Closing and Objectives, Stock Management, Auction Mastery and Negotiation Who is it for? Agents averaging 10-30 sales per year When is it?

Two intakes each year, starting in February and August

PATHWAYS Learning Principles: Business Audit, Leadership, Communication, Profit, the business of Real Estate Who is it for?

Experienced agents, Premier status or above, looking to take their business to the next level

When is it?

Two intakes a year in each state, starting in February & August

ONE SYSTEM AND DIGITAL TRAINING Vault Basics:

The fundamentals of using VaultRE our CRM

Vault Advanced: How to run your business more efficiently with Vault

Who is it for?

Anyone new to Ray White

Who is it for?

Administrators, Office Managers, Principals

When is it?

The first Wednesday of the month, via Zoom

When is it?

The third Wednesday of the month, via Zoom

Welcome to Nurture Cloud

NurtureCloud Tips & Tricks

Who is it for?

Agents & Associates

Who is it for?

Agents & Associates

When is it?