Office Manager/PA
This job has been filled.
£30000 - £32000 per annum
London-West End
ROC Executive
Perm
28-07-2021 03:49 PM
Clare Oliver
CFMAY
My clients are a leading independent property consultancy in the UK offering agency and professional advice across Commercial, Residential and Rural sectors.
The London Residential sales division are looking to recruit an Office Manager/ PA to carry out sales administration and business operations responsibilities in the Mayfair office, as well as providing support to the wider London office network and Operations teams. You will report into the Operations Manager(s) in London Residential sales, with day-to-day input from the Mayfair Head of Sales.
Responsibilities
Customer Experience
Provide an exceptional internal and external customer experience in every interaction
Assist in answering incoming calls
Maintain a tidy office and reception area
Assist Department Head with implementation of Customer Experience initiatives
Drive net promotor scores through customer journey improvement initiatives
Sales administration
Provide efficient sales administration to multiple departments, to include:
Property listings:
oCreate new property activity records
oOrder land registry title checks
oRegister new instructions
oCreate template letters and forms
Best Practice
oManage CDD process for clients and counterparties
oKeep up to date with and adhere to best practice standards and procedures
oLiaise with clients to obtain necessary documents prior
to marketing
oEnsure correct naming conventions are used on all property files
oG:drive organisation and maintenance
oEnsure office compliance and drive audit pass rate improvements
Accounts:
oAccurate generation of sales invoices
oEnsure accurate records are maintained on all reports
General:
oPrepare reports for weekly and monthly meetings, MBOs and ad hoc requirements
oBe a trouble shooter with system processes and procedures
oCarry out monthly reporting to assist with performance monitoring
Local Marketing
Create mailers, property brochures, window cards and pitching materials
Arrange and upload EPCs, photos and floorplans
Update property listings
Use of internal systems to search and download imagery
Oversee look and feel of office in line with central guidelines
Supply imagery and property information for regional publications and central marketing campaigns
Assist with meeting marketing deadlines
Display knowledge of GDPR regulations
HSE and Information Security
Display knowledge of ISO regulations and implement in office
Set and implement annual sustainability targets
Ensure all necessary safety checks are completed and logged
Ensure all new starters are aware & sent the health and safety protocols and relevant risk assessment
Advise teams on office/information security best practice
Ensure clear desk & clear screen policies are followed
Follow storage & archive protocols
Ensure confidential files are treated correctly
Liaise & raise security incidents or weaknesses with the Security Analyst
Display knowledge of GDPR regulations
Operations
Department accounts:
oCode office invoices
oMonitor management reporting
oEnsure accurate performance management records and reports are maintained
oAssist team with submission of expenses if required
oManage petty cash
oSubmit Saturday staff timesheets
Facilities:
oManage office facilities
oArrange works/contractors when required
oUpkeep and maintain office equipment/IT hardware
oOrder stationery and hardware as required
oAssist with office refurbishment or relocation programmes
Professional experience and personal skills profile
Particular Aptitudes/Skills Required
3 years+ experience in a similar operations, administration or secretarial role preferred
Proficient with Microsoft office packages
Flexibility, adaptability and a co-operative attitude
Calm under pressure
Excellent standard of English grammar and spelling
Diligent and efficient
Strong attention to detail
Self-motivated
Team player
The London Residential sales division are looking to recruit an Office Manager/ PA to carry out sales administration and business operations responsibilities in the Mayfair office, as well as providing support to the wider London office network and Operations teams. You will report into the Operations Manager(s) in London Residential sales, with day-to-day input from the Mayfair Head of Sales.
Responsibilities
Customer Experience
Provide an exceptional internal and external customer experience in every interaction
Assist in answering incoming calls
Maintain a tidy office and reception area
Assist Department Head with implementation of Customer Experience initiatives
Drive net promotor scores through customer journey improvement initiatives
Sales administration
Provide efficient sales administration to multiple departments, to include:
Property listings:
oCreate new property activity records
oOrder land registry title checks
oRegister new instructions
oCreate template letters and forms
Best Practice
oManage CDD process for clients and counterparties
oKeep up to date with and adhere to best practice standards and procedures
oLiaise with clients to obtain necessary documents prior
to marketing
oEnsure correct naming conventions are used on all property files
oG:drive organisation and maintenance
oEnsure office compliance and drive audit pass rate improvements
Accounts:
oAccurate generation of sales invoices
oEnsure accurate records are maintained on all reports
General:
oPrepare reports for weekly and monthly meetings, MBOs and ad hoc requirements
oBe a trouble shooter with system processes and procedures
oCarry out monthly reporting to assist with performance monitoring
Local Marketing
Create mailers, property brochures, window cards and pitching materials
Arrange and upload EPCs, photos and floorplans
Update property listings
Use of internal systems to search and download imagery
Oversee look and feel of office in line with central guidelines
Supply imagery and property information for regional publications and central marketing campaigns
Assist with meeting marketing deadlines
Display knowledge of GDPR regulations
HSE and Information Security
Display knowledge of ISO regulations and implement in office
Set and implement annual sustainability targets
Ensure all necessary safety checks are completed and logged
Ensure all new starters are aware & sent the health and safety protocols and relevant risk assessment
Advise teams on office/information security best practice
Ensure clear desk & clear screen policies are followed
Follow storage & archive protocols
Ensure confidential files are treated correctly
Liaise & raise security incidents or weaknesses with the Security Analyst
Display knowledge of GDPR regulations
Operations
Department accounts:
oCode office invoices
oMonitor management reporting
oEnsure accurate performance management records and reports are maintained
oAssist team with submission of expenses if required
oManage petty cash
oSubmit Saturday staff timesheets
Facilities:
oManage office facilities
oArrange works/contractors when required
oUpkeep and maintain office equipment/IT hardware
oOrder stationery and hardware as required
oAssist with office refurbishment or relocation programmes
Professional experience and personal skills profile
Particular Aptitudes/Skills Required
3 years+ experience in a similar operations, administration or secretarial role preferred
Proficient with Microsoft office packages
Flexibility, adaptability and a co-operative attitude
Calm under pressure
Excellent standard of English grammar and spelling
Diligent and efficient
Strong attention to detail
Self-motivated
Team player