Reports to: Head of Property Management
Location: Southend on Sea - Office Based
Hours: 9am - 5:30pm Monday to Friday
Salary: Neg
Main Purpose of the Job:
*To carry out an effective and efficient administration service, whilst co-ordinating activities on behalf of the Property Managers and contributing to the overall effective running of the organisation.
*Liaises with personnel up to and including Regional Director/Operations Manager level
*Answering written and telephone enquiries, obtaining and distributing relevant information and ensuring these are dealt with accurately and in line with company standards.
*Processing invoices.
*Distributing relevant information, such as notices for meetings etc.
*Responding to internal and external callers in line with company standards
*Investigating and obtaining relevant information from various departments
*Booking appointments for Property Managers arising from written and telephone enquiries.
*Keeping accurate records of names, addresses and relevant information pertaining to enquiries made and ensuring telephone log is maintained.
*Maintaining Property Managers diary and schedule.
*Responsible for sorting and sending all post to Property Managers
*Switchboard cover from time to time.
*Scanning of correspondence and filing.
*Typing and distributing budgets
*Collating and distributing accounts to ensure turnaround within three months of end of financial year
*Set an example for others by championing the Customer Charter principles and the Code of Business Conduct.
*Issuing works orders in accordance with procedures.
*Health and Safety - Following up Health & Safety works flowing from the Health & Safety Reports and diarising to check before the next health & safety Visit in liaison with Associated Surveying matters which have been completed and are in place such as annual electrical inspections etc.
Key Interfaces
*Internal departments / businesses
*External businesses
*Professional organisations
*Residents / Clients