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Team Secretary

£32000 - £35000 per annum
South East
ROC Executive
Perm
24-05-2021 04:51 PM
Clare Oliver
CFGUILD
My clients are looking for a Team Secretary/PA to join their Guildford office. Working for the leading independent property consultancy in the UK offering agency and professional advice across Commercial, Residential and Rural sectors.


The Guildford office are looking to hire an experienced Team Secretary to join our highly successful and fast paced Residential Development South East team. You will be a super organised individual with the ability to operate in a discreet, diplomatic and efficient manner. You will be confident in offering solutions, making judgements and delivering outcomes within required timeframes. This role would suit a strong communicator who is capable of influencing others successfully, with a professional and helpful approach. You will have good administration skills and be able to use the relevant systems confidently with the ability to multi-task.



Responsibilities:



Office Management

Fee Reconciliation
Keeping track of headcount report, bad debt report
Raising invoices and tracking payment
Ordering stationery for the office


New Instructions

Assisting and preparing pitch documents and reports
Preparing and sending Terms of Business / Docusign liaison
Preparing and sending Confirmation of Instruction
Downloading title checks and plans
Liaising with clients on CDD (Customer Due Diligence) and sending up to Head Office
(If International) Getting signatures for forms
Organising photographs, floorplan and EPC's

Creating window cards
Launching properties onto the web, updating property details, marketing write up and sending link onto the clients once made live
Creating Instagram and LinkedIn images for the team
Ordering board movements



General Admin Duties

First point of contact for the department
Intercept incoming telephone calls and make sure they are actioned without delay
Keeping maximising stock reports up to date
Collating all information and paperwork for weekly meetings
Creating Property Lists and sold lists
Ordering PPE and keeping an eye on stock levels (masks, gloves, hand sanitisers etc)
Raising IT self-services for other team members
Administrating expense claim forms for all partners on a bi-monthly basis
Organise business generation events/meetings/lunches


Marketing

Responding to marketing teams requests (mailers and publications)
Organising mailers to be sent
Keeping the website up to date (removing necessary people, ensuring the property files are correct)
Dotmailers for all new instructions
Submitting PR requests
Creating business cards, CVs and pitch packs

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