We are currently recruiting for an experienced Operations Administrator & P.A. to a Property Director for the Hammersmith office of an international property agency with multiple offices throughout London and across Asia.
About the Role
10%
PA – Diary Management mainly
25%
Deal book – basic checking of deals, data entry and report generation for all company offices
65%Adhoc work
To apply for this position, you must have at least 2 years of experience as an Office Manager / Lettings/Tenancy Administrator, Coordinator or Property Administrator with a multi-office estate agency / property company.
Salary
£25,000 - £30,000 (depending on experience)
Hours
Monday to Thursday: 8:45am to 6pm
Friday: 8:45am to 5:30pm
Other Details
Career Progression
20 days of holiday + all annual bank holidays
Days off between Christmas & New Years
Key Responsibilities & Duties
Dealing with contractors and accounts (Alarm, Phone, Internet, Moneypenny (Company voicemail service), cleaners etc.).
Office communication
Report generation for developers
One-off reports (like Christmas wine list)
Managing Leave and updating leave records
Administration - diary management, call handling and complex travel itineraries
Assist with set-up of new offices
Health and Safety
Minute takings
Planning and maintaining office systems, including data management and filing
Maintaining the condition of the office and arranging for necessary repairs
Stationery ordering
Arranging meetings
Deal with recruitment, drafting contracts, sending out new starter documents
Ensuring adequate staff levels to cover for absences and peaks in workload
Excel spreadsheets used daily - ensure all are updated (some each day, some each week, some every two weeks, some once a month)
Preparing quarterly packs for 1:1 meetings
Administer holiday system and mobile phones for the company
Check branches for who is working when required on Saturdays
Will be the Director’s eyes & ears - 'keeping an eye' on everything, involved in the marketing department, dealing with incoming feedback/complaints, recruitment, annual leaves and tracking sick days.
Requirements
2 years of experience as a property industry PA / Operations Administrator
Experience in the U.K. residential property industry
Experience with Rightmove plus, PropCo.
Must have an interest in the property industry.
Full understanding of Microsoft Office – Outlook, Word, Mail merge, PowerPoint, Excel.
Able to coordinate people with locations, keys, times & dates over the phone.
Excellent organisational and prioritisation skills
Excellent written and oral communication skills
A professional, positive, ambitious and enthusiastic approach
A strong customer focus