Administration Coordinator

5 months ago

Warwick, United Kingdom Warwick HR Full time

**Membership Documents Coordinator**
**Salary: £23,000**
**Location: Warwick (Hybrid x3 in the office, x2 at home)**

**The company**:
Our client is a professional body for the property sector. We work as a member-led group to agree professional standards for estate agents, letting agents, valuers and auctioneers, inventory providers and commercial property agents across the UK.

**Job Purpose**:
The focus of the role is to identify the actions that PPD (Principal, Partner or Director) members and PPD applicants are required to undertake to meet the company obligations required by the companies Conduct and Membership Rules, and to ensure that they meet them.

**Main Duties and Responsibilities**:

- To identify the company responsibilities relevant to PPD members’ and PPD applicants’ divisions:

- Make appropriate verification checks for organisations and PPDs, including company checks, legal entity checks, and full PPD checks. Record information received accurately on the membership database.
- Write to PPD members to obtain company declarations, validate these, compare information with results of full PPD checks as necessary and record the resulting information on the database.
- Make assessments of the client money handling status of PPD members’ firms based on company declarations and other relevant information.
- To request, obtain, validate, record and maintain records of evidence of PPD members’ and PPD applicants’ compliance with membership requirements for their companies. This includes: professional indemnity insurance, CMP, and accountant’s reports.
- Write to PPD members and new PPD applicants to request provision of documents.
- Validate and record on the database company membership documents received including scanned copies of these.
- Accurately record CMP levy payments including to investigate and resolve CMP payment queries and anomalies.
- For new PPDs, applicants and on an ad-hoc basis, obtain evidence of independent redress, registration with HMRC for Anti-Money laundering, ICO and RICS, or law society regulation.
- Dealing with any business changes and adding any additional businesses if needed.
- Take appropriate action where documents received do not meet company Conduct and Membership Rules requirements:

- To return invalid, inaccurate or incomplete documents to members/applicants with requests for amendment or further information where necessary.
- Identify qualified accountant’s reports, and those with a 30% or greater drop-in total client funds since the previous report. Forward these reports to the Compliance Department for further action.
- General office administration:

- Keep accurate records of correspondence.
- Keep accurate records of phone calls and correspondence on the system.
- Other duties for the Membership Department as required.
- Process documentation
- Record current processes for duties undertaken within the role.

**Key working relationships**:

- Members and potential members
- Membership Documents Supervisor
- Membership Manager
- All other departments

**Job Requirement / Skills**
- Working knowledge of Microsoft office
- Excellent Customer service skills
- Excellent oral and written communication skills
- Experience with customer relationship management (CRM) systems

**Education / Experience**:

- Business administration experience
- Membership body experience desirable

**Job Types**: Full-time, Permanent

**Salary**: £23,000.00 per year

**Benefits**:

- Free parking
- On-site parking

Schedule:

- Monday to Friday

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Customer service: 3 years (preferred)
- Administrative experience: 3 years (preferred)

Licence/Certification:

- Driving Licence (required)

Ability to Commute:

- Warwick (required)

Work Location: Hybrid remote in Warwick

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