Job Overview
We are seeking a highly organised, proactive, and detail-oriented Office Manager to oversee the smooth day-to-day running of our busy estate agency office. This is a varied and hands-on role that combines office administration, financial administration, marketing coordination, compliance, property administration, and executive support.
The successful candidate will play a central role in ensuring operational efficiency, maintaining high professional standards, supporting the wider team, and delivering an excellent experience for clients and colleagues alike.
Responsibilities
Financial Administration & Reporting
- Manage invoicing, recharges, and monthly financial reports, ensuring accuracy and timely submission.
- Monitor outstanding invoices, following up on late or non-payments with sales vendors and ensuring payment is received for withdrawn instructions.
Enquiry & Communication Management
- Oversee the enquiry centre and shared inbox ([email protected]), ensuring all enquiries are handled promptly, professionally, and appropriately.
Marketing & Brand Management
- Manage social media accounts and oversee marketing campaigns across platforms.
- Ensure consistent branding and high-quality presentation across all marketing materials both physical and digital.
Office & Facilities Management
- Monitor, reorder, and manage stationery and office supplies, including brochures.
- Identify, log, and report office equipment requiring repair, replacement, or purchase.
- Maintain office tidiness, cleanliness, and health & safety compliance, delegating tasks where appropriate.
Licences, Subscriptions & Access Control
- Manage all company licences and subscriptions, maintaining accurate records of login details and passwords.
HR & Staff Administration
- Record staff working hours and absences, liaising with Branch Manager who approve staff annual leave.
Document & Records Management
- Manage filing and archiving of physical documents, particularly contracts.
- Organise and maintain the digital filing system, ensuring it is logical, accessible, and regularly archived.
Executive & Secretarial Support
- Provide secretarial support to the Associate Director, including management of their email inbox.
Diary Management
- Ensuring there is office cover for all operational hours.
Property & Listing Management
- Take responsibility for monitoring, updating, and displaying window cards to a high standard. This includes ensuring window display is accurate, presentable and up to date.
- Produce all brochures and oversee take-on/onboarding process
- Ensure all property listings and related advertising (window cards, brochures, portal listings) are accurate, legally compliant, and of a consistently high quality.
CRM System Management
- Ensure effective use of the CRM system through regular audits and staff training.
- Maintain accurate, comprehensive, and up-to-date property records and notes.
Compliance
- Conduct and maintain compliance checks, including AML, GDPR, H&S, Propertymark, ensuring accurate and auditable records. Policies are in place and up to date, staff are sufficiently trained and informed.
Event Management
- Organise and oversee internal and external events to support team engagement and enhance brand visibility.
Recruitment Support
- Support on recruitment activities, including assisting with initial application triage. Help with candidate onboarding and staff training.
- Onboarding new staff and proving them with initial induction.
Enquiry handling
- Answering phones
- Responding to email enquiries
- Following up with voicemails
Person Specification
Essential Skills & Experience
- Previous experience in an Office Manager, Operations Manager, or Senior Administrator role.
- Excellent organisational and time management skills.
- Strong communication and interpersonal abilities.
- High level of attention to detail.
- Confident using Microsoft Office and CRM systems.
- Experience managing multiple priorities and deadlines.
- Ability to work independently and use initiative.
- Professional, approachable, and customer-focused.
Desirable
- Previous experience within the property or estate agency sector.
- Knowledge of AML, GDPR, Health & Safety, and Propertymark compliance.
- Experience with social media management and marketing coordination.
- Financial administration or bookkeeping experience.
- Experience supporting recruitment and staff onboarding
Hours
- 8:30am – 5:30pm
- Monday-Friday
Benefits
- 20 days annual leave plus 1 personal day taken within the week of your birthday. Increasing by 1 day for every 2 years of service.
- Team bonus
Pay: £30,000.00-£40,000.00 per year
Work Location: In person
