The ideal candidate will be an excellent communicator with an organised approach and possess the ability to solve problems by using your own initiative and responsible for providing high-quality support to their diverse and multi-disciplined team. You will be a strong team player with a proven track record and the ability to work with a friendly, pro-active team.
The position is a permanent part time role. Total of 22-30 hour a week/ 3 or 4 per week role and office based. They offer FTE 25 days annual leave plus bank holidays. Onsite parking.
Responsibilities:
* Providing Secretarial support to the Team Director, primarily in audio typing, including letters, minutes, preparation of reports, spreadsheet preparation, digital transcription is used for some transcription; therefore, the role will include a mix of typing, proof reading and formatting of letters, some emails, reports etc.,
* Fielding the team’s phone calls, taking detailed telephone messages,
* Director diary management and Team diary management,
* Managing Property Databases (Re-Leased), monitoring property compliance, assisting with and co-ordinating marketing initiatives, compiling lists, managing marketing contacts and preparing mail merge letters etc.,
* Manage client supplier invoices ensuring they are sent to accounts payable promptly,
* Assisting with residential lettings, including attending viewings, booking inventories, booking property inspections and loading inspection reports to systems,
* Organising repairs including completion of works orders and liaising with contractors,
* Draft rent review letters and welcome packs to tenants,
* Upkeep of client and management filing & electronic filing,
* Manage shared email inboxes and action as appropriate,
* Produce weekly tenant arrears reports and distribute to team responsible,
* Raising invoices, monitoring and chasing debtors, raising and circulating internal financial reports,
* Dealing with incoming post and distribute to team as appropriate,
* Assisting with valuation reports and due diligence,
* General Administration: Perform general administrative duties including data entry, and document management.
Key Skills
* Good general knowledge of Microsoft Office, specifically Word, Excel, PowerPoint, Outlook, SharePoint, OneDrive. Advanced Excel skills would be an advantage,
* Excellent standard of written English language, including the ability to proof-read, and a strong attention to detail – written word & formatting of documents and reports
* Organised with a proactive and problem-solving approach to tasks,
* Professional telephone manner,
* Good level of numeracy, accuracy and attention to detail,
* Ability to work across multiple projects and prioritise tasks,
* Ability to act on own initiative whilst also working within Company processes and procedures,
* Experience within a professional services organisation preferred, but not essential,
* Ability to remain calm under pressure,
* Possess a generally positive outlook and enjoy working within a progressive team.
Shortlisting for this role begins immediately
Salary description
£24000.00 - £28000.00 per year