Secretarial administrator

We are recruiting for a part time experienced Secretary & Administrator for our client located near to Melton Mowbray.  You will oversee and take a lead on a wide range of general duties within the business as well as playing an integral part in within their growing Team. 

The ideal candidate will be an excellent communicator with an organised approach and possess the ability to solve problems by using your own initiative and responsible for providing high-quality support to their diverse and multi-disciplined team.  You will be a strong team player with a proven track record and the ability to work with a friendly, pro-active team.

The position is a permanent part time role. Total of 22-30 hour a week/ 3 or 4 per week role and office based.  They offer FTE 25 days annual leave plus bank holidays. Onsite parking.

Responsibilities:

• Providing Secretarial support to the Team Director, primarily in audio typing, including letters, minutes, preparation of reports, spreadsheet preparation, digital transcription is used for some transcription; therefore, the role will include a mix of typing, proof reading and formatting of letters, some emails, reports etc.,
• Fielding the team’s phone calls, taking detailed telephone messages,
• Director diary management and Team diary management,
• Managing Property Databases (Re-Leased), monitoring property compliance, assisting with and co-ordinating marketing initiatives, compiling lists, managing marketing contacts and preparing mail merge letters etc.,
• Manage client supplier invoices ensuring they are sent to accounts payable promptly,
• Assisting with residential lettings, including attending viewings, booking inventories, booking property inspections and loading inspection reports to systems,
• Organising repairs including completion of works orders and liaising with contractors,
• Draft rent review letters and welcome packs to tenants,
• Upkeep of client and management filing & electronic filing,
• Manage shared email inboxes and action as appropriate,
• Produce weekly tenant arrears reports and distribute to team responsible,
• Raising invoices, monitoring and chasing debtors, raising and circulating internal financial reports,
• Dealing with incoming post and distribute to team as appropriate,
• Assisting with valuation reports and due diligence,
• General Administration: Perform general administrative duties including data entry, and document management.

Key Skills

• Good general knowledge of Microsoft Office, specifically Word, Excel, PowerPoint, Outlook, SharePoint, OneDrive.  Advanced Excel skills would be an advantage,
• Excellent standard of written English language, including the ability to proof-read, and a strong attention to detail – written word & formatting of documents and reports
• Organised with a proactive and problem-solving approach to tasks,
• Professional telephone manner,
• Good level of numeracy, accuracy and attention to detail,
• Ability to work across multiple projects and prioritise tasks,
• Ability to act on own initiative whilst also working within Company processes and procedures,
• Experience within a professional services organisation preferred, but not essential,
• Ability to remain calm under pressure,
• Possess a generally positive outlook and enjoy working within a progressive team.

Shortlisting for this role begins immediately.