Operations Administrator & PA

Location Hammersmith
Discipline: Business Support, Estate Agency
Job type: Permanent
Salary: £30,000
Contact name: Valentine Nwanze

Contact email: valentine@insideavenue.co.uk
Job ref: IAR303
Published: about 1 year ago

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