Full job description


Office Administrator / PA - (previous estate agency experience ideal but not essential)
The role of office administrator / PA is crucial to the success of the business. Along with the more typical administrative role, the position is one that ties the office activity and other employees together. he individual should have confidence in their own abilities, a good understanding of what the brand represents and the overall aims of the business, so that, acting under their own initiative, they can provide direction to colleagues to ensure all other roles are being undertaken correctly.
Wimbledon Homes will provide a refreshing level of service to the local marketplace, combining knowledge and experience with modern technology and working practices. The individual should be willing to continuously push and ingrain this ethos into the culture of the business.
THE ROLE
The role covers a number of areas as set out below. However, this list is not exhaustive, and as one might expect in a small business, all staff are expected to be open minded to the tasks that are required to be done to ensure the success of the business.
Alongside the administrative aspects, there will be an expectation that the role would include more activities outside of the office and more creative elements. This might include attending valuations with the Sales Manager, conducting viewings independently, driving the social media output and implementing marketing strategies for the business.
PERSONAL ATTRIBUTES
Some estate agency background is ideal - Some lettings knowledge a plus
*A university education and excellent communication skills – verbal and written.
*Excellent PA/Secretarial skills with exceptional organisational ability.
*An excellent level of IT ability including Word, Excel, Outlook and PowerPoint. Some basic accounting/bookkeeping and knowledge of Reapit would be useful.
*Being attentive to details with the ability to take the initiative and make considered and responsible decisions as required.
*A confident outgoing personality with a hardworking approach and a robust mental attitude.
*A smart appearance and able to work flexible hours where necessary.
*Ability to multitask projects and is flexible in managing day to day tasks – and be calm under pressure.
*Ability to work without reliance on other team members – to a degree/where appropriate.
Administrative / PA Duties
Creative / PR
Some Financial / Xero background but not essential
Initial point of contact for clients
– telephone and face-to-face
– high quality appearance with a professional and friendly manner
– filter calls & pass applicant to appropriate team (sales/lettings)
Creating non-property marketing material
General book-keeping with Xero & bank account reconciliation.
Overseeing office policies
– creating and maintaining a filing & key management system which includes electronic archiving
– maintaining corporate policy procedures & documents
– staff employment files
– sick days & holiday records
– H&S requirements
Considering and implementing new marketing strategies
*Liaising with marketing company
*Drafting advertisements for magazines
*Organising Leaflet drops
*Thinking of new marketing initiatives
General bookkeeping
*invoices for fees & disbursements
*Monitoring incoming payments & completion monies
*staff expenses
*Liaising with accountant
Supporting the sales/letting process where necessary
– following up with solicitors,
consultants & clients when required
– write & create property brochures, flyers, marketing materials
– arrange EPC’s
– place properties on the web / management of advertising
– arranging floorplans, photos, pro map etc
– creating mail merges, running reports & mail outs
– arrange viewings and survey appointments
– Undertake the occasional viewing
– Ordering property boards
– Overseeing brand standards for external documentation and material.
Business partnerships with local schools/companies/enterprises.
*Consider and maintain sponsorship links
*Plan annual sponsorship calendar of events
Supporting the accountants
*book-keeping queries
*ad-hoc adjustments in Xero.
*Creating and issuing sales memorandums and commission invoices
Management of AML
– checks
– creating and maintaining risk assessments and policies
– registering with required boards
– ensuring staff receive required training.
Social media oversite & contributions.
Supporting the formation of business plan cashflows and presentations to external shareholders.
Reapit
*knowledge of system helpful
*Adding new applicants and registering correctly on the system
*Adding property details
Taking videos and photographs via mobile phone to contribute to social media output
Managing
– office supplies; order stationery
– kitchen supplies
– external suppliers such as IT support, cleaner etc.
Shop front/window updates.
General office duties
– preparing for meetings and clearing thereafter
– keeping the office clean & tidy
– making tea & coffee
– receiving & distributing post
– telephone messages
– refuse removal & recycling
– watering plants/fill up dog bowl
Implement brand awareness initiatives.
General PA and Secretarial support to the Director:
– diary management
– taking and typing up of minutes
– filing, copying, scanning and laminating
Attending occasional corporate functions.
Managing company vehicles if required
– parking permits
– MOT and tax
– servicing
Assisting with events.
Running errands out of the office.
Job Type: Full-time
Pay: £30,000.00-£40,000.00 per year
Benefits:
*Company pension