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Office Manager/PA

This job has been filled.

£30000 - £32000 per annum
London-West End
ROC Executive
Perm
12-08-2021 12:04 PM
CFMAY
Clare Oliver
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

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