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Team Secretary

This job has been filled.

£26000 - £28000 per annum
South East
ROC Executive and Personal Assistants
14-01-2022 09:10 AM
clare oliver
Location: Weybridge,

Job Title Team Assistant / Coordinator, Weybridge

My clients are an international property firm and are looking to recruit a Business Support Coordinator to assist with sales administration in their Weybridge office, with the following responsibilities:

Customer Experience

Greet customers in a polite and welcoming manner
Assist customers and offer refreshments
Answer incoming calls and website enquiries
Assist with arranging and organising property visits
Take accurate messages and assist with enquiries wherever possible
Provide keys to contractors
Maintain a tidy office and reception area
Prepare the boardroom for meetings when required

Sales administration

Work with Operations teams to provide efficient sales administration, to include:
Property listings:
Create new property activity records
Order land registry title checks
Register new instructions
Create template letters and forms
Best Practice:
Follow & adhere to all internal and external compliance & best practise measures and procedures
Manage Client Due Diligence process for clients and counterparties
Adhere to best practice standards and procedures
Liaise with clients to obtain necessary documents prior
to marketing
Ensure correct naming conventions are used on all property files
G:drive organisation and maintenance
Ensure office compliance and drive audit pass rate improvements
Accurate generation of sales invoices
Ensure accurate records are maintained on all reports
Prepare reports for weekly and monthly meetings, MBOs and ad hoc requirements
Be a trouble shooter with system processes and procedures
Carry 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

Information Security

Display knowledge of ISO regulations and implement in office
Ensure clear desk & clear screen policies are followed
Follow storage & archive protocols
Ensure confidential files are treated correctly
Display knowledge of GDPR regulations

Professional Experience and Personal Skills Profile

Particular Aptitudes/Skills Required

Prior experience in a business support, administration or front of house role preferred but not required
Flexibility, adaptability and a co-operative attitude
Excellent standard of English grammar and spelling
Calm under pressure
Diligent and efficient
Attention to detail
Team player

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