Summary
This prestigious client is a niche retail property consultancy based in Oxford Circus, London, and Managing retail and leisure property all over the UK for 25 years.
Their team of surveyors are seeking a Team Secretary to assist in all aspects of the day to day activities involving a wide range of secretarial, office admin and office management roles as described below.
The right person will need to be confident, proactive and friendly with a good sense of humour to be able to mix into a busy open plan office environment.
Job Description
Benefits:
- Sandwich lunch or similar provided daily
- Minimum 20 working days holiday per calendar year. The office is normally closed between Xmas and New Year – any additional days given during this period do not count against holiday entitlement but is always at Directors discretion and may vary from year to year.
Responsibilities
Administrative duties relating to the Professional team includes:
- Maintaining & updating database of active Arbitration cases
- Typing letters from standard templates
- Audio typing reports
- Binding reports
- Chasing surveyors for status updates on Arbitration cases
Administrative duties to the Agency and Investments team includes:
- Creating sales particulars for shop letting and investment sales brochures
- Distributing sales particulars via online property marketing websites
- Monitor incoming requirements for potential interest
- Inputting retailer’s requirement lists into the company database
- Ordering “To Let” boards from our board contractor
- Using online systems to search for property availabilities
- Dealing with telephone enquiries requesting information about properties on the market
Administrative duties for the rest of the company includes:
- Using an online system to source land registry searches
- Using an online system to create town plans
- Using an online system to find rateable values
- Data entry for HRH’s property information system
- Using an online system to conduct a Companies House search or credit safe search
- Booking train tickets and searching train times and other travel needs
- Assisting team members with invoicing
- Issuing statements in relation to outstanding invoices
General Office Management includes:
- Stationery replenishment and liaising with stationery suppliers
- Opening the post
- Making tea and coffee
- Picking up lunch for all staff
- Keeping the kitchen area stocked with milk, fruit, refreshments and cleaning supplies
- Maintaining the database for archived documents both on and off site
- Answering the telephones for general calls (surveyors all have direct numbers so mostly property enquiries)
- Handling petty cash
- Booking meetings on and off site
- Updating the company website
- Assisting in corporate brochure design
- Recording and administering property keys
Skills required
- A confident and proactive personality able to work as part of a team of 10 people.
- Good sense of humour is compulsory along with a willingness to get involved in the office banter.
- Previous property sector experience would be nice but not essential for the otherwise perfect candidate
- A good knowledge of Word, Excel and Outlook
- Intermediate knowledge of IT systems and some experience of website management and inputting would be desirable but not essential.
- Good typing speed although the amount of typing is not significant – circa 10% of time.
- A basic knowledge of Desktop Publishing would be useful
If you are interested in the above opportunity, pleas get in touch at the earliest opportunity if you possess the desired skills and experience.
www.taylor-faith.co.uk – telephone – 01582 249562 – admin@taylor-faith.co.uk
