Job Overview
We are seeking a highly organised and detail-oriented administrative professional to support the Managing Director in. This paid position offers an excellent opportunity to gain valuable experience in office management and executive support. The successful candidate will be responsible for handling a variety of administrative tasks, ensuring smooth daily operations, and maintaining effective communication within the organisation. A strong proficiency in office software and excellent organisational skills are essential for this role.
Responsibilities
- Manage and maintain schedules, appointments, and meetings for the Managing Director.
- Prepare and organise documents, reports, and correspondence using Microsoft Office and Google shared drive
- Handle data entry tasks accurately and efficiently, ensuring all records are up-to-date.
- Provide exceptional phone etiquette when communicating on the phone
- Assist with general administrative duties such as filing, photocopying, and organising office supplies.
- Support the organisation of meetings, including booking venues and preparing agendas.
- Ensure effective communication across departments by managing emails and internal messaging systems.
- Perform other clerical tasks as required to support the smooth functioning of the office environment.
General Responsibilities and Expectations
- To carry out site inspections and review the condition of Managed Properties – producing a report for the client on standards.
- Build a good working relationship with both residents and clients of the company.
- To ensure the Managed Properties are well maintained and any repairs or issues are dealt with promptly and efficiently.
- Maintain a professional and welcoming presence at the office (unless called away on other duties).
- To be a positive representative of Metta Property Management at all times
- To undertake reasonable additional duties as required
Administration
- To log all issues reported on blockman and ensure these are actioned and updated frequently until a resolution is found.
- To save all documents received electronically on Shared Drive – using the company policy for naming and saving documents so they can be located by everyone within the team.
- To work closely in co-operation with the Senior Property manager, keeping them well informed of issues that affect their portfolio and copying into appropriate email correspondence.
- To provide weekly reports in relation to managed properties with regards to outstanding issues.
- To instruct contractors to carry out remedial work as and when necessary and follow instructions from Senior Property manager.
- To oversee the operation of all service contracts relating to managed properties and liaise with the Senior Property Manager with regards to their effectiveness.
- To take minutes for AGMs, Directors meetings etc.
- To action health and safety issues appropriately, and within the necessary timeframes following external reports carried out and in consultation with the Senior Property Manager
- To liaise with Health and Safety consultants in relation to Fire Risk reports carried out at Managed Properties and create appropriate logs with regards to work required.
This position is ideal for a motivated individual seeking to develop their administrative expertise within a professional environment supporting a senior executive role.
Pay: £25,000.00 per year
Work Location: In person
