Job Description

We are looking for a self-driven enthusiastic individual to provide an efficient and effective clerical and administrative support service in accordance with our policies and procedures. You will develop skills, knowledge and experience in all aspects of property administration.

Key Responsibilities, Accountabilities or Duties:

• Meet and greet clients and visitors.
• Answer/deal with queries both face to face and via the telephone, being the first port of call for incoming property calls, including repair and maintenance queries as well as calls for tenants.
• Take messages and pass them to the relevant member of staff in an appropriate and timely manner.
• Keeping reception and common areas tidy.
• Ensuring water machines are regularly stocked.
• Answer / deal with repair and maintenance queries.
• Carry out general property administrative tasks as designated by the Line Manager, including typing tenancy and license agreements, correspondence, reports and minutes.
• Maintain the general filing system in line with the Company policies and procedures; using both manual and computerized systems, to include inputting data, keeping records, statistics, confidential and general filing systems as directed, and maintaining archive records.
• Maintaining levels of and ordering of stationery.
• Correct logging of phone messages.
• Conduct viewings of office space.
• Taking bookings for and setting out of meeting rooms.
• Daily opening of post and distribution.
• Processing of mail through franking machine.
• Ensuring building and reception area secure at the end of each day.
• Maintain a range of marketing materials relating to property availability including websites, social media, blogs, newsletters and newspaper and magazine advertisements.
• Typing for directors.
• Tenants billing, invoicing and petty cash reconciliation.
• Building inspection and fire alarm testing.
• Assisting with the collation of information for and distribution of the Operation & Maintenance Manuals.

Required Knowledge, Skills, and Abilities