Marketing and Office Coordinator

1 month ago

London, United Kingdom Colville Search Limited Full time

Our client is a Luxury Property firm who are based in the West End and they are seeking an office & Marketing coordinator who is also highly creative, super friendly and to be the face of the company.

To attend the office between the hours of 0845 and 1800
• To be responsible for opening up the office in the morning and closing up the office should no one else be available
• Manning the office throughout the day
• Answering the phone within 3 rings and field any telephone messages and referring to an appropriate member of the team
• General administrative duties in relation to sales, lettings, property management and accounts department when necessary
• Emailing both internal and external applicants, clients, suppliers and ensuring all is written correctly, spell checked and worded in a polite and professionally manner that upholds the brand
• Any other duties within capabilities as and when required Front Desk
• Meet and greet visitors to the office with enthusiasm and a smile
• Ensuring the front desk is always manned and that the office is left secure should you need to leave your desk or shop floor
• Ensure that everyone entering our office has an ‘on brand’ experience i.e. offering drink, showing them to a seat, giving them a brand magazine
• Ensuring the office is always on brand i.e. lights are on, flowers are fresh, sofas and tables are aligned and neat, magazines are outside and fully stocked and the music is on brand
• Manage all deliveries to the office and inform staff when any packages arrive • Ensure all post is taken to the post box Keys
• Ensure all keys are stored correctly in the key cupboard and that the cupboard is locked during out of office hours
• Email concerning staff when keys are being booked out by other agents / contractors etc Office
• Manage the Kensington Park Road office and where necessary the Westbourne Grove office. A close working relationship with the other office coordinator must be held to ensure management of both of the offices
• Organise and diarise the desk cover rota for evenings and Saturday
• Ensure the office communal areas are always kept in a tidy state i.e. stationary room / cubby holes / desks are tidy and sorted correctly
• Oversee and manage stationary and kitchen stock control, with an overall knowledge of how all office equipment works and assist members of staff with usage where needed • Keep record of staff birthdays, anniversaries and manage cards and gifts
• Distribute lettings emails / walk in / telephone enquires to the negotiators and log on applicant spreadsheets and Reapit (software)
• Use in house databases (Logic, Vebra, Reapit) where necessary for any administrative duties
• Liaise with tech company Dragon IS, Reeves Lund and Arrow Communications for any computer, and tele-communications jobs and issues
• Assist the EA and the Directors with the source and management of company events (end of month meetings, quarterly parties, summer party and christmas party)
• Organise properties coming to market – booking in floor plans, EPCs, photos and ensuring all properties are correctly described and all properties are showing correctly on web and portal
• Organise and participate in company charity events
Marketing

• Assist the marketing team in regards to all ad hoc marketing campaigns, initiatives and print campaigns in addition to an administrative liaison with our Digital Marketing Media Agency
• Export data on applicants for marketing to utilise for mail outs
• Assist Marketing with magazine mail outs, label magazines, pack envelopes etc
• Create marketing brochures for high end properties to be shared with clients and landlords
• Create all marketing collateral for each letting property i.e. write the descriptions, organise the photo layouts, create brochures
• Qualities

• Excellent typing skills
• Computer literate – able to use word for windows, excel, outlook
• Excellent telephone manner
• Good use of English – able to compose letters and emails
• Experience using Photoshop – desired but not essential
• Creative writing – any experience writing creatively is highly desired
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