Purpose of the Role
To provide clerical, administrative and reception support to the Estate Management Team. They will act as an ambassador for the business & Elephant Park whether face to face, in writing, or by telephone to residents of the commercial units, leaseholders’ estate, residential occupiers, visitors and contractors at all times.
Key Responsibilities
- Clerical and administrative support to the Estate Operations team.
- Manage the existing helpdesk and take part in future tendering and drafting of residents’ portal apps.
- Co-manage the Elephant Park helpdesk email account with the Estate Manager, Portfolio Manager and Director of Estate.
- Attend and minute meetings as required under formal instruction from the Director of Estate.
- Format all Estate reports and presentations where required in line with brand guidelines, along with preparation for client audits.
- Manage a tracker, and raise purchase orders and process invoices for the above and other items for the Estate.
- Maintain the occupier key contacts database.
- Make temporary Estate signage as required.
- Support the Estate team with ad hoc projects as required.
- Own templates and roll out SOPs, etc.
- Ensure archiving of documents is in line with the Estate document management process, including assisting the Director of Estate with ongoing document control.
- Collate all information required for monthly and quarterly report writing.
- Be involved with continual improvement, working alongside the Director of Estate, including ongoing systems, incentives, etc.
- Raise site POs and annual contract orders.
- Oversee site trackers as per the directive of the Estate Director, to include the annual key date planner.
- All other site-based finance functions.
- Oversee booking of the Pavilion & Tree House.
- Assist the Estate Director, Portfolio Manager and Estate Manager with site events.
- Oversee Budget vs Actual and finance reporting functions.
- Other general office duties as directed.
Skills, Knowledge and Experience
- At least 2 years’ experience in a similar administrative support role.
- Strong attention to detail.
- Excellent time management skills.
- Exceptional communication and customer service skills.
- Technical skills, including proficiency with Microsoft Office programs.
- Strong prioritisation and organisation skills.
- Ability to work under own initiative.
- Strong record keeping skills.
- Ability to multitask.
Working Hours - 37.5 Hours Per Week
Salary - £40,000
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Please see our Benefits Booklet for more information.
