Job Overview
We are seeking a dedicated and highly organised individual with experiencing of organising a busy office and supporting senior managers / directors to join our busy letting agency & property development company.
The ideal candidate will play a pivotal role in supporting the overall operations and administration of our organisation. This position requires strong clerical and administrative skills, proficiency in Google Suite and Xero, as well as excellent phone etiquette.
The successful applicant will work closely with the two directors, office-based team, remote staff, field-based staff, contractors, customers and suppliers to ensure smooth daily operations and contribute to the strategic direction of the organisation.
An understanding of the confidentiality and discretion required when handling financial, personal and staff information is essential.
Office administration and communication
- Act as a welcoming first point of contact for the business, receiving visitors and deliveries and handling incoming telephone calls and emails from landlords, tenants, contractors and other stakeholders.
- Undertake general administrative duties, including data entry, document preparation, filing and maintaining accurate office records.
- Use Microsoft Office, Google Workspace and the company’s online systems to create documents, maintain records and collaborate with colleagues.
- Maintain an organised and professional office environment, ensuring office supplies are stocked and equipment remains functional.
- Manage office keys and access arrangements, maintaining accurate key records and arranging replacements where required.
- Carry out other reasonable administrative tasks requested by the directors.
Director and meeting support
- Manage the directors’ diaries, including arranging meetings and calls with landlords and other stakeholders.
- Assist with planning meetings, preparing agendas, setting up meeting rooms, taking minutes and distributing agreed actions.
- Attend and support weekly property management and team meetings and the monthly finance meeting.
- Monitor agreed actions following meetings and help ensure they are progressed by the appropriate team members.
Finance and maintenance administration
- Enter maintenance team timesheets onto the relevant Google Sheet and recharge recoverable costs to landlords through the online portal, with a focus on ensuring all legitimate revenue is captured.
- Prepare a monthly report on maintenance time recorded, amounts recharged and any time that remains unbilled.
- Collect receipts from maintenance team members, upload them to the relevant system and report on missing or outstanding receipts.
- Take and accurately record rent payments from tenants in accordance with company procedures.
- Review the weekly pay run, checking the information for completeness and highlighting any discrepancies before approval.
- Support agreed finance administration within Xero, including expense tracking and report preparation, where this does not duplicate responsibilities held by the finance team.
Contractors and supplier contracts
- Research and engage new contractors when required, ensuring the necessary insurance, qualifications and compliance documentation are obtained and recorded.
- Manage recurring supplier contracts, including cleaning, gardening, window cleaning and gutter cleaning.
- Review recurring contracts and put services out to tender annually, or as otherwise required, to ensure value for money and satisfactory service.
- Take responsibility for specific procurement and cost-saving exercises, such as reviewing and renegotiating utility and other supplier contracts.
- Monitor supplier performance and escalate recurring service or quality issues.
Recruitment, onboarding and HR administration
- Assist the directors with recruitment, including placing advertisements, filtering applications and arranging interviews.
- Co-ordinate the onboarding of new employees, including obtaining contracts from HR advisers and liaising with IT, telephone and other suppliers.
- Assist with routine HR administration, including processing annual leave requests, logging sickness and other absences, and preparing a monthly absence report.
- Liaise with the company’s HR advisers on behalf of the directors where professional advice is required, escalating decisions to the appropriate director.
- Maintain records confirming that employees using their vehicles for business purposes have valid driving licences, MOTs, vehicle tax and appropriate business-use insurance.
Property and landlord administration
- Co-ordinate the administrative onboarding of new landlords and properties, ensuring all required information, documentation and internal actions are completed.
- Prepare HMO licence applications on behalf of landlords and liaise with the relevant local authority throughout the application process.
- Maintain accurate records of licence applications, outstanding information, renewal dates and council correspondence.
Systems and process improvement
- Assist with implementing new online systems and administrative processes.
- Identify opportunities to improve efficiency, record-keeping, cost control and communication across the office.
- Help document and maintain clear procedures for the responsibilities falling within the role.
Person specification
- Proven experience in an administrative or clerical role is essential.
- Proficiency in Microsoft Office applications (Docs, Sheets, Drive) is required.
- Familiarity with Xero or similar accounting software is advantageous but not essential.
- Strong organisational skills with the ability to manage multiple tasks simultaneously.
- Excellent phone etiquette and interpersonal skills for effective communication.
- Attention to detail in data entry and record keeping is crucial.
- Ability to work collaboratively within a team environment while also being self-motivated.
- A proactive approach to problem-solving and a willingness to learn new skills.
- A confidence using new IT software packages when required to learn.
If you are passionate about contributing to a dynamic team and possess the necessary skills for this role, we encourage you to apply for the position of Office Co-ordinator & Executive Assistant to the directors.
Job Types: Full-time, Permanent
Pay: £27,000.00-£32,000.00 per year
Benefits:
- Company pension
- Free parking
- On-site parking
Work Location: In person
